SUMMARYThe primary purpose of the Executive Assistant position is to coordinate administrative activities for the Department Chairman. The Executive Assistant is responsible for a variety of administrative tasks and issues that would otherwise occupy the time of the Department Chairman and Department Administrator. They will carry out complex administrative detail duties requiring a thorough knowledge of a wide range of regulations, policies and procedures. They will positively represent the Chair's office both internally and externally.The ideal candidate will be organized, efficient, and capable of multitasking while managing projects from start to finish. They should have experience in coordinating national and international travel, scheduling meetings, and creating meeting agendas with minute-taking. Proficiency in Microsoft Office is essential.KEY FUNCTIONS
Organize and coordinate calendar activities for Department Chair including but not limited to scheduling meetings.
Arrange travel, both domestic and international, adhering to institutional policies and guidelines, coordinating trips, schedules, agendas, and expense reports.
Work closely with Cancer Medicine (DoCM) office and their employees for all matters pertaining to the Department Chair.
Coordinate projects to include faculty recruitment/promotion, DoCM faculty leave calendar, faculty evaluations, External/Internal Advisory Board Meetings, Risk Management reporting, etc.
Compose correspondence for Department Chair and APN Manager. Assist others with their requests for correspondence.
Act as a liaison for the Department Chair with other departments and organizations.
Work closely with the Brain and Spine Center, particularly the Chair's clinical nurse and the Clinical Administrative Director.
Coordinate and assist with Chairman's outside organization activities, including scheduling meetings, teleconferences, etc.
Support Department Chair with extramural activities including lectures and team speaking, and special committees.
Receive and coordinate patient calls with Chair's APN, clinic nurse, PSC, and New Patient Coordinator. Assist patients with inquiries and requests and assist with coordinating their (and their physician) travel scheduling.
Coordinate, schedule, compile agenda, and take minutes at meetings. Confirm and send reminders.
Maintain credentialing for Department Chair (internal documents: conflict of interest forms, CV, biosketch, other support; external documents: license, DUNS, DEA, DPS, etc.)
Reconcile PRS Education Account for Chair. Provide documentation for all expenditures of the Chair and donor funds received by Chair to Department Accountant & Financial Analyst
Kronos (time keeping system) back-up.
General administrative duties (posting manuscript reviews, Pub-Med searches, citation searches, mail, telephone, faxes, holiday and party card guest list/recipients, coordinate Chair signature/approvals, observe for housekeeping & maintenance issues).
Backup to Department Administrator's assistant to help with various tasks including but not limited to Administrator's travel, calendar management, new employee processing, TeleComm, Keys and Locks, DoCM IT department, computer setup, Employee Performance Awards, etc.
Process reimbursements for Department Chair, as well as expense reports following business travel.
EDUCATIONRequired: High school diploma or equivalent.Preferred: Bachelor's degree.EXPERIENCERequired: Six years of administrative/secretarial experience supporting a leadership/executive level position. With preferred degree, two years of required experience.It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.htmlAdditional Information
Requisition ID: 169693
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 51,000
Midpoint Salary: US Dollar (USD) 64,000
Maximum Salary : US Dollar (USD) 77,000
FLSA: non-exempt and eligible for overtime pay
Fund Type: Hard
Work Location: Hybrid Onsite/Remote
Pivotal Position: No
Referral Bonus Available?: No
Relocation Assistance Available?: No
Science Jobs: No
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