Executive Assistant or Senior Executive Assistant to the VP / CHRO - Human Resources (Finance)

Position Summary:

We are seeking an applicant to serve in an Executive Assistant or Senior Executive Assistant capacity to support our Vice President and Chief Human Resources Officer. The work performed will be varied and generally administrative and/or project-oriented. The position requires initiative, discretion, and the ability to make independent decisions while performing all facets of administrative support, management of departmental billing, and overseeing the reimbursement process for HR leadership. You will need to be proactive, flexible, and ready to pivot in a multi-tasking environment.

This support role should be viewed as a conduit/initial contact for departments and personnel within UTHealth Houston for receiving timely feedback from the CHRO in areas of decision-making policy or program management within the following components of HR: University Relations, Compensation, Executive Recruiting, Talent Acquisition, Employee Services, HRIT and Clinical matters. A supportive role is extended to team leadership for necessary communication and facilitation in the performance of functions outlined by the CHRO. You will be viewed as the "go-to" person for the HR department.

You need to exhibit the following capabilities:

Confidentiality in the performance of the role - The executive assistant will be privy to material and information that is highly sensitive in nature. Trust is essential between the CHRO, Human Resources department, University leadership, and the executive assistant.

Initiative - This person must assume complete responsibility for various components of the role in building the HR Team's confidence in coordinating their needs with the CHRO's calendar.

Intra-University relationships - These are a high priority. Establishing and maintaining a good working relationship with the "administrative group" as well as department DMOs or Associate Deans is important in building the trust factor and support within the University.

Timely responses - Delays happen, but communication is invaluable. The executive assistant must provide up-to-date feedback as needed.

Skilled at writing and communication - The role requires the ability to represent thought correctly and succinctly through email or the various modules in Teams

Presentation - Whether in-person or online, this executive assistant represents the highest level in HR with positive verbal communications and appropriate outward appearance.

Attitude - A can-do attitude is important. A servant leadership style contributes to the general overall positive impression of the community. You will need to take care of others instinctively, and make sure they know you are considering their needs.

Position Key Accountabilities:

• In charge of managing the CHRO's calendar. This involves daily changes; review one to two weeks in advance of events that occur on the calendar for appropriate action, response, and communication to all parties impacted by any changes. You will need to give advance notice to CHRO of EA's calendar events that may impact the CHRO's calendar.
• Scheduling of meetings hosted by CHRO or assisting with facilitating meetings the CHRO attends, including pre-notice of room reservations and requirements for All Hands Meetings, as an example. This will require an understanding of the ASTRA Room Scheduling system. You will coordinate with various HR department personnel in all matters that touch the desk of the CHRO that may add to the smooth operations of an HR event.
• You will manage HR's Coupa System entries, to pay all departmental bills, and perform financial transactions. You will need to possess a full understanding of the system to pay Non-PO Vouchers, obtain or change Purchase Orders, set up new suppliers, obtain and complete the various forms to facilitate multiple processes required by Central Procurement and Supply Chain Management
• Perform necessary entries in the ServiceNow System. Understanding and utilizing this tool, which facilitates items such as onboarding Teams systems and related IT necessities.
• Make entries into the FMS system. Understanding the steps within the older Financial Management System as it pertains to personnel travel and reimbursement.
• You will manage the buy card maintenance for the HR department.
• You will oversee the purchasing of office supplies, flowers, and other related items for department staff as needed.
• Payment and reimbursement process, official functions forms, and Travel Reimbursement module in Coupa
• Administrative backup within the HR system of departments as needed, and responsible for procuring backup for EA's (your) role while out of office for extended periods of time.
• Coordination with other departments within the University, i.e., IT, to facilitate the dissemination of vital team information.
• PeopleSoft applications to assist with processing time cards and related PS queries to locate personnel information for various needs related to years in service, etc.
• Administrative Coordination for Annual Star Awards and President's Awards for Leadership programs, beginning initially with Fall meetings that kick off each process (working with Administrative HR Partners, Public Affairs, and HRIT team ) to the final disposition and delivery of awards and completion of all the steps in both programs.
• CHRO updates as needed, i.e., anniversaries and monthly birthday announcements within the department.
• HR Department Combined Directory - Updates on personnel directory as new colleagues arrive and others depart to ensure the directory is up to date for all personnel and distribution of the same.
• Skill in Excel, PowerPoint, and Word software
• CUPA - College of University and Professionals Association - Updates and maintenance of the HR list for UTHealth Houston. Interface with CUPA administrators to facilitate requests by HR personnel.
• Maintenance of HR paper files, as appropriate, including file retention requirements.
• Follow-up on signatures, time constraints, and related matters pertaining to CHRO's completion of forms and related.
• Daily or weekly check-in with the CHRO, as needed, with other various duties, as assigned.

Certification/Skills:

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required.

An understanding of the University's financial systems is required.

Minimum Education:

High School diploma or equivalent required. Bachelor's degree preferred.

Minimum Experience:

Six (6) years of related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports is required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.