Job Description Assistant to the Senior Vice Provost Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 11682
Full/Part Time: Full Time Org Marketing Statement
The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 34,300 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property — for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine.
Learn more online, on UTSA Today or on Twitter, Instagram, Facebook, YouTube or LinkedIn. Posting End Date: Applications will be accepted through 11:59 PM CDT on 04/11/2024. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received. Salary Range: $65,000- $68,000 annualized, commensurate with education, experience and qualifications. Hours: up to 40 hours per week, exempt. Required Application Materials: Resume and cover letter required. Essential Functions Job Summary
To provide high-level administrative support to the Senior Vice Provost for Student Affairs and Dean of Students (SVPSA/DoS) and the division of Student Affairs (SA). Responsible for leadership and oversight for a variety of administrative services in support of the SVPSA/DoS, including data analysis, reporting, and personnel matters. Core Responsibilities Provides direct, high-level, administrative, and executive assistance to the SVPSA/DoS in support of all aspects of their daily work routine, to include organization and oversight of special projects; management of SVPSA/DoS's schedule and calendar, including scheduling meetings, appointments, speaking engagements and travel arrangements; exercising discretion in committing time and evaluating needs. Collaborates with SA communication leads on coordination of communication from and to the SVPSA/DoS's office; track routing of documents requiring SVPSA/DoS approval; and assist in the development of presentations, reports, and white papers for a variety of internal and external audiences. Maintains confidential and sensitive information. Proactively provides direct support to the SVPSA/DoS leadership for logistical planning of scheduled meetings or events to include relevant information on the meeting's purpose, confirmation of attendees, coordination and procuring of location, facilities, technical services, supplies and other logistical arrangements such as campus and off-campus travel, air transportation, lodging, and meals. Maintains division-wide perspective to support students across all 8 departments. Coordinates with the SVPSA/DoS, senior SA Staff, and Student Affairs Leadership Team (SALT) to ensure that divisional strategic planning and program initiatives align with the campus vision. Contributes to and identifies strategic and divisional priorities necessary to shape the divisional agenda and overall university efficiency. Develops speeches for SVPSA/DoS and/or participates in committees, task forces and advisory councils that address emerging topics for students, families, faculty, and staff. Manages the preparation of student conduct-related hearing appeals and collaborates with Student Conduct and Community Standards on the dissemination of SVPSA/DoS appeal responses. Coordinates and conducts follow-up on SVPSA/DoS administrative activities and projects to assure deadlines are met and deliverables meet or exceed quality standards. Coordinate work with SA staff as needed; play a key role in the coordination of staff efforts both within and outside the division. Develop and maintain working relationships with off-campus residence council comprised of off-campus apartment management. Serve as a liaison between the SVPSA/DoS, SA staff and the public. This includes receiving and screening the SVPSA/DoS's phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution. Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate. Responds to a variety of requests for information. Frequently interacts with senior level university personnel to provide information and clarification regarding department issues. Determine priority of matters or handle matters personally, as appropriate. Keep the SVPSA/DoS and/or SA suite team advised of time-sensitive and priority issues, ensuring appropriate follow-up. Provides assistance with ongoing daily oversight of the front reception area, including monitoring and directing internal and external phone calls, training and demonstrating excellent customer service. Collaborates in responding to open record requests sent to the Student Affairs Divisional Office. Provide logistical and administrative support to the division on special projects related to (but not limited to) office relocation activities, coordination with contractors, technical and IT support, facilities, and other campus coordination as required. Attends meetings on behalf of SVPSA/DoS. Performs other duties as assigned. Required Qualifications Bachelor's degree. Ten years of professional experience.Master's degree may substitute for two years of required experience. Tact, diplomacy, and judgment necessary in dealing with others. Demonstrated independent decision making and problem-solving ability. Proven track record of excellent organizational and interpersonal skills. Ability to multitask and complete projects within a timely manner. Excellent communication and writing skills. Excellent verbal, written, and writing communication skills. Demonstrated collaboration and leadership skills. Capable of coordinating complex projects. Demonstrated ability to work well with others in a fast-paced environment. Personal computer and standard office equipment. Basic understanding of clerical procedures and systems such as recordkeeping and filing. Proficient in Microsoft Office Suite. Preferred Qualifications Master's degree in higher education administration or a related field.Prefer similar experience in higher education or high-level or executive management support.Resourceful with advanced research capabilities. Proficient in PeopleSoft and Salesforce. Proficient in student development theory and higher education event management. Additional Information UTSA is a tobacco free campus. This is a security sensitive position. Employment is contingent upon a successful background check. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire. Working Conditions Normal office conditions. Able to work under strict time constraints. After hours and weekend work occasionally required to meet deadlines. Requires use of personal computing equipment, telephone, multi-functioning printer and calculator. Ability to travel to and from meetings, training sessions or other business-related events. Physical Demands: Sedentary work; sitting most of the time. Jobs are sedentary, if walking and standing are required, only occasionally. Exerts up to 10 lbs. of force occasionally.
This position will be primarily located on campus. Travel and parking expenses are the employee's responsibility. Equal Employment Opportunity
As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities. To view the full job posting and apply for this position, go to https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/UTZ_CG/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=11682&PostingSeq=1
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