Deputy Chief of Staff and Sr. Executive Assistant

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://apptrkr.com/7333790

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