Deputy Chief of Staff and Sr. Executive Assistant

Hiring Department

The University of Texas
Permian Basin welcomes applications for the position of Deputy Chief of Staff and Sr. Executive Assistant.

Salary
Range

Commensurate with experience

Essential Functions

The Deputy Chief of Staff and Executive
Assistant to the President manages the operational and administrative affairs of the Office of the President and provides executive-level
support to the President through executive workflow coordination, research and analysis, briefing preparation, communication management,
budget support, project coordination, event support, and confidential administrative leadership. This position supports the strategic
direction of the University by coordinating presidential priorities, tracking executive action items, facilitating communication between the
President and senior leadership, and supporting cross-functional initiatives as assigned. The position serves as a trusted liaison between
the President’s Office, executive leadership, reporting divisions, campus stakeholders, UT System offices, and external partners. The role
requires discretion, independent judgment, institutional awareness, and the ability to manage sensitive matters while maintaining a
cooperative, collaborative, and service-oriented executive office environment.

1. Manage daily operations of the Office of the
President, including executive calendaring, meeting planning, office workflow, operating procedures, communication routing, and follow-up on
presidential action items.
2. Support the President and Chief of Staff in coordinating strategic initiatives, executive priorities,
cabinet follow-up, and cross-divisional projects that advance the University’s mission and goals.
3. Serve as a delegated liaison
between the President’s Office and executive leadership, reporting divisions, faculty, staff, students, UT System offices, and external
partners, and represent the President’s Office in meetings or project discussions as assigned.
4. Screen calls, visitors, requests, and
sensitive inquiries; provide information and assistance; and determine appropriate routing and response in coordination with the President
and executive leadership.
5. Coordinate incoming and outgoing communications by receiving, routing, drafting, reviewing, or responding
to communications and determining the appropriate office, department, agency, or stakeholder for follow-up.
6. Research, prepare,
compile, and analyze information related to budgets, proposals, status reports, student records, presentations, institutional reports,
accreditation documentation, and UT System submissions.
7. Prepare briefing materials, meeting packets, summaries, talking points, and
decision-support documents for the President.8. Track project milestones, deadlines, decisions, and follow-up items for presidential
initiatives and provide updates to the President, Chief of Staff, or executive leadership as directed.
9. Assist the President in
oversight functions by reviewing, monitoring, and approving University personnel action forms and reviewing correspondence and documents
prepared by other offices for the President’s signature.
10. Manage and reconcile budgets under the control of the President’s Office by
maintaining records, verifying vouchers and receipts, processing requisitions, reviewing invoices, and supporting cost-effective resource
use.
11. Coordinate events and functions hosted by the President’s Office, including scheduling, agendas, programs, participants, guests,
audiovisual support, event logistics, and last-minute modifications requiring independent judgment.
12. Facilitate official travel for
the President and official visitors by arranging travel, drafting itineraries, coordinating campus visits, and preparing associated approval
forms and expense reports.
13. Maintain confidential files, executive records, project documentation, budget records, invoices,
approvals, and official office documentation in an organized and retrievable manner.
14. Provide leadership, guidance, and coordination
to executive suite staff on office procedures, service standards, scheduling practices, record keeping, and customer-focused executive
office operations.
15. Support training, onboarding, workflow continuity, and process improvement for President’s Office administrative
operations as assigned.
16. Maintain a cooperative, collaborative, confidential, and service-oriented work environment that reflects the
standards of the Office of the President and the University.
17. Perform other related duties as assigned.

Required
Qualifications
1. Bachelor’s degree.
2. Six (6) years of experience in executive administrative support, executive office
operations, business administration, project coordination, or related professional administrative work.
3. Experience supporting senior
leadership, managing confidential information, coordinating complex schedules, preparing reports or briefing materials, and communicating
with internal and external stakeholders.

Preferred Qualifications
1. Master’s degree in public administration, business
administration, communications, higher education administration, or related field.
2. Experience supporting a president, chancellor,
chief executive, vice president, chief of staff, or similar senior executive.
3. Experience in higher education, public administration,
government, nonprofit leadership, or a complex public-sector environment.
4. Experience coordinating executive projects, preparing
meeting materials, managing sensitive communications, and supporting cross-functional initiatives.
5. Strong knowledge of Microsoft
Office, collaboration platforms, records management practices, and enterprise administrative systems.

Additional Information

Required Application Materials

1. Cover Letter
2. Resume
3. List of References
4. Transcripts
(Preferred)
5. Letters of Recommendation (Preferred)

Conditions of Employment

1. The job description is
not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by
their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the
prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment
eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the
United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away
from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a
valid state driver’s license. Must have and maintain a satisfactory driver’s record.
5. Employment is contingent upon a successful
background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive
consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability,
or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday
through Thursday, 7:30 – 5:30 pm; Friday, 8:00 am – 12:00 pm with a one-hour lunch. The individual holding this position may need to be
available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

1. Able to lift various materials up to 25 pounds on an occasional basis.
2.
Able to bend, crouch, and reach continuously.
3. Physically able remain seated, frequently to continuously.
4. Able to remain standing
up to 15% of the time.
5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating
office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
6. Standard
working conditions may differ depending on department and occupation

University Benefits

1. UT Permian Basin
offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
2. Coverage includes
medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
3. You may also be eligible to add dental,
vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
4. Fringe benefits
include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other
perks and discounts!
5. Our benefits package, along with an ample leave policy, make for a great total compensation
package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was
authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant,
economically invigorated regions of the country – full of industry, culture, and wide-open spaces. At the academic heart of this area sits
The University of Texas Permian Basin – which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive
institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through
excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts
lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin
will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic
competitiveness, and cultural enrichment.
Visit our social media sites below for more information.

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Thank you for your consideration
in today’s job market. We look forward to connecting with you more in the future.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEA
RCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=10&JobOpeningId=15798&PostingSeq=1&SiteId=1&languageCd=ENG&FOCUS=Applicant

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