The Executive Services Administrator provides high-level administrative support to the Senior Associate Dean for Administrative Affairs at McGovern Medical School (MMS) and the leadership team within the MMS Office of Administration and Faculty Affairs (OAFA). This role requires exceptional organizational skills, discretion, and independent judgment to manage complex scheduling, coordinate sensitive meetings, and resolve multifaceted inquiries across MMS and UTH-H.

Office of the Senior Associate Dean for Administrative Affairs
Location: 6431 Fannin Street, Houston, TX 77030
Schedule: Full-time | Hybrid
Reports to: Senior Associate Dean for Administrative Affairs

What we do here changes the world. UTHealth Houston is Texas's resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

Once you join us, you won't want to leave. We reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time - all of which equate to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' well-being is important to us. We offer work-life services, including...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts, including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Key Responsibilities:
• Manage the dynamic calendar and supporting documentation for the Senior Associate Dean, including high-level meetings with MMS and university leadership.
• Schedule meetings for OAFA leadership, including Senior Associate Dean for Faculty Affairs, Associate Dean for Faculty Affairs, Assistant Dean of Administration and Faculty Affairs, Executive Director, Management Services, and Director, Administration and Faculty Affairs, as required.
• Coordinate monthly DMO meetings: solicit agenda items from across university departments, prepare agendas, manage attendee lists, host and provide technical support for the online meetings, and distribute post-meeting resources.
• Serve as the MMS lead for TMC Parking, guiding departmental Parking Coordinators and resolving related inquiries and issues.
• Maintain and update MMS distribution lists using the university's Group Management system.
• Coordinate sensitive and confidential HR-related meetings and documentation, including termination appeals and grievance hearings.
• Perform primary FML Coordinator duties for the Office of Administration, Conference Operations, the Dean's Office, and direct reports of the Senior Associate Dean for Administrative Affairs.
• Approve timesheets and leave requests, on behalf of the MMS Dean, of all department Chairs, and other leadership positions reporting to the MMS Dean.
• Approve timesheets and leave requests for all direct reports of the Senior Associate Dean for Administrative Affairs.
• Process HCM Queries for outstanding timesheet reports and partner with departmental leaders to promote timely submission practices.
• Act as the university liaison to ensure all MMS employee timesheets are processed before the end of the fiscal year deadlines.
• Act as the university liaison, in concert with the Senior Associate Dean for Administrative Affairs, to ensure university compliance measures are met by all MMS employees (e.g., submission of financial disclosures, compliance training, endowment reports, outside activity reports).
• Draft and prepare correspondence, reports, presentations, and other materials as required.
• Provide editorial support for documents drafted by the Senior Associate Dean for Administrative Affairs.
• Approve and process various online documentation, as needed.
• Provide other general administrative support as needed.
• Perform other duties as assigned.

Certification/Skills:

Good communication skills, both written and verbal.
Sound knowledge of standard office software packages.

• Proven experience supporting executive-level leadership in a complex academic or healthcare environment.
• Strong interpersonal, organizational, and communication skills.
• Demonstrated discretion and independent judgment in handling sensitive matters.
• Ability to manage multiple priorities and adapt to urgent administrative changes.
• Proficiency with Microsoft Office Suite and data compilation tools.

Minimum Education:

At least a High School Diploma, but a Bachelor's degree is preferred.

Minimum Experience:

At least eight (8) years of related secretarial and administrative experience.

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 position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas. This position will work a hybrid schedule.