Assistant to the Vice Provost for Global Initiatives & Manager of Special Projects
Assistant to the Vice Provost for Global Initiatives & Manager of Special Projects
Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 13564
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 35,000 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 https://www.utsa.edu/, on https://www.utsa.edu/today/ or on https://twitter.com/utsa, https://www.instagram.com/utsa/, https://www.facebook.com/utsa, https://www.youtube.com/user/utsaor https://www.linkedin.com/school/the-university-of-texas-at-san-antonio/?lipi=urn%3Ali%3Apage%3Ad_flagship3_university_admin%3BFcmdPCevQ7ebJE1xpIJlRw%3D%3D.
In 2024, the https://www.utsa.edu/today/2024/08/story/utsa-and-ut-health-san-antonio-merger-announced.html authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.
Posting End Date: Applications will be accepted through 11:59 PM CDT on 07/07/2025. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.
Salary Range: Up to $68,000/Annualized, commensurate with education, experience and qualifications.
Hours: 40 hours per week, exempt.
Required Application Materials:
• Resume is required.
• Cover letter is required.
Job Summary
To provide high level administrative support to the Vice Provost of Global Initiatives and manage division wide special projects and initiatives. Provides skills and expertise necessary to analyze, organize, coordinate and manage special projects in order to improve operational efficiencies. Responsible for leadership and oversight for a variety of administrative services and the management of special projects and initiatives in support of the Vice Provost and Division of Global Initiatives, including data analysis, reporting, and personnel matters.
Core Responsibilities
• Provides direct, high level, administrative support and assistance to the Vice Provost for Global Initiatives (VPGI), to include organization and oversight of special projects; procurement administration and contract handling; management of Vice Provost's schedule and calendar; and coordination of communication from and to the Vice Provost's office.
• Provides direct support to the Vice Provost for detailed logistical planning, advance research and data gathering on a wide range of daily scheduled meetings and on and off-site VPGI sponsored events.
• Support VPGI on important regular activities including the International Oversight Committee (IOC), GA-48, Alvarez International Study Fund, Endowments, and monthly and semesterly data reporting of all units within Global Initiatives.
• Supports plannimg for delegations visiting the University. Manages GI conference spaces and responsible for scheduling conference rooms as required by VPGI and key departmental staff. Ensures room availability and proper set-up according to meeting specific protocol.
• Coordinates and conducts follow-up on VPGI administrative activities and projects to assure deadlines are met and deliverables meet or exceed quality standards.
• Responds to a variety of requests for information. Frequently interacts with senior level University personnel to provide information, clarification regarding department issues.
• Conserves VPGI's time by reading, researching, prioritizing for action and routing all correspondence; draft emails, letters and documents; collects and analyzes information.
• Maintains and tracks the routing of documents that requires approval from VPGI office; maintains Vice Provost's filing system.
• Manages support staff and hiring of student associates. Provides ongoing daily oversight of the global initiatives reception area, including monitoring and directing internal and external phone calls, training and supervising support staff and demonstrating excellent customer service.
• Proactively manages travel for VPGI and AVPGI to include researching options, compliance, coordinating with third parties, processing and tracking paperwork for authorization and reimbursement and achieve overall effectiveness of travel logistics.
• Develops and implements projects, activities and tools to assist with the coordination and communication of departent initiatives.
• Tracks project status and generates reports for management review; manages timelines and deliverables; develops action plans, engages team members and manages the rollout of assigned projects.
• Maintains project files, records, and support documentation; processes forms and requests needed in support of special projects.
• Performs other duties as assigned.
• Completes time sensitive data and policy review requests as assigned.
• Attends meetings on behalf of VPGI.
Required Qualifications
• Bachelor's degree in Business Administration or a related field.
• Ten (10) years of professional administrative experience. At least six (6) years supervisory experience.
• This position requires the ability to maintain the security and integrity of UTSA and its infrastructure.
Knowledge, Skills & Abilities
• 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.
• Resourceful with advanced research capabilities.
• Demonstrated Team Lead skills.
• Supervise student and/or support staff.
• Capable of coordinating complex projects.
• Demonstrated ability to work well with others in a fast-paced environment.
• Proficient in Microsoft Office Suite
• Proficiency in all phases of the duties performed.
• Thorough knowledge of University administrative structure, policies and procedures.
• Knowledge of various project management software.
• Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) certification.
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
Working Environment:
• Office Environment.
• Ability to travel to and from meetings, training sessions or other business-related events.
• After hours and weekend work is required on an occasional basis.
Physical Demands:
• Sedentary work; sitting most of the time. Jobs are sedentary, - routinely.
• Walking and standing - occasionally.
• Bending and stooping - occasionally.
• Lifting and exerts up to 25 lbs. of force - occasionally.
• Repetitive hand motion - routinely.
• Typing/texting - routinely.
• Phone - make and answer calls and messages - frequently.
This position will require working both remotely in Texas and on campus (approximately five or more days on campus per month). Travel and parking expenses are the employee's responsibility. Applicants must be adaptable and open to working in both environments.
To view the full job posting and apply for this position, go to https://apptrkr.com/6301939
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