The primary purpose and role of the Executive Assistant position is to provide superior support to the Department Chair, Deputy Chair, and Department Administrator. This position is responsible for performing complex administrative tasks requiring considerable professionalism, confidentiality, responsiveness, independent decision making, initiative and judgment. The employee in this position must demonstrate the ability to work closely with others at various levels, to communicate clearly, to develop and maintain efficient and effective procedures and management systems within the department and to achieve a high level of quality and productivity in job performance.
Onsite presence required everyday during the first month followed by onsite once a week.
JOB SPECIFIC COMPETENCIES
1. ADMINISTRATIVE OPERATIONS (60%)
a. Provide comprehensive administrative support to the Department Chair and department leadership including the Deputy Chair, Clinical Operations Director, and Department Administrator
b. Coordinate routine meetings and administrative activities led by the Department Chair.
Initiates, organizes, compiles, prepares, and processes internal/external correspondence, spreadsheets, agendas, reports, and presentations. Draft memos and prepare communications on the Chair's behalf.
c. Schedules, prioritizes, and maintains calendar, travel itinerary, meetings, conferences/seminar attendance, and coordinates related arrangements.
d. Initiates meeting notifications, postponement, cancellations, reminders for meetings led or involving the Department Chair. Exhibit flexibility when necessary.
e. Completes and disseminates leave requests, and other routine institutional forms on behalf of the Chair and assigned faculty.
f. Maintains Curriculum Vitae (CV) and biographical sketch through FIS for Department Chair and assigned faculty and ensuring compliance with institutional policies.
g. Create slides and graphs for presentation or publication, using appropriate software program and accurate information, making revisions when necessary and sending to graphics for processing.
h. Assists with the coordination, initiation, submission, and processing of all Faculty human resource-related issues--recruitment, mid-tenure reviews, promotions and tenure, annual Faculty appraisals, etc.
i. Assists the Chair with recruitment efforts of faculty applicants and committee review requirements. Provides information and communication directly with faculty candidates to prepare for their visit. Organizes all aspects of the faculty candidate's visit (virtual or in-person) to include travel/hotel arrangements, itinerary, presentations, and contact information.
j. Initiates and organizes department gatherings hosted by the Department Chair.
k. Arranges and coordinates lecturers with travel accommodations, honorariums, and reimbursements hosted by the Department Chair, including the Internal Medicine Grand Rounds.
l. Prepares and submits reimbursements, check requests, and IDT's (Internal Department Transfer) for the Chair and/or assigned faculty.
m. Initiates, retrieves, reconciles, verifies, and maintains expenditure reports as well as records of account charges according to internal audit policies for the Chair and assigned faculty.
n. Processes requests for resources, services and assets; Sets up Purchase Order (PO) accounts as needed and track activity through to completion and closure of PO account.
o. Obtain and coordinate with senior department faculty for Acting Department Chair coverage in the absence of the Department Chair.
p. Triage patient, referring physician, and clinical related calls to assure that the calls are addressed with accuracy.
2. D EPARTMENT ADMINISTRATIVE SUPPORT (20%)
a. Assist Administrative leadership with special projects and departmental events.
b. Organize faculty recruitment meetings; Coordinate faculty recruitment itineraries, which include scheduling of travel, interviews for faculty candidates, seminar presentation, and expense reimbursements.
c. Coordinates special functions and events including on/off site departmental functions, employee recognition, including but not limited to planning, coordinating logistics, arranging facilities and catering.
d. Coordinates new employee onboarding process and Welcome packet with Office Manager.
e. Assists in development and maintenance of department processes and manuals.
Able to effectively utilize Microsoft Office suite, institutional systems, and other related systems.
3. PROJECT COORDINATION (15%)
a. Assists the Chair and other department leadership in the development and implantation of new projects
b. Applies independent judgment and analysis to gather facts and determine appropriate solutions based on experience and departmental practices.
c. Coordinates and participates in special projects.
4. Other Duties as Assigned (5%)
EDUCATION: High school diploma or equivalent.
EXPERIENCE: 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.html
Additional Information

• Requisition ID: 167600
• 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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