Executive Assistant - General Internal Medicine - MD Anderson
Houston, TX
About the Job
The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research, and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.
JOB SPECIFIC COMPETENCIES
Administrative support:
a. Initiates, organizes, compiles, prepares, and processes internal/external correspondence, spreadsheets, agendas, reports, and presentations.
b. Schedules, prioritizes, and maintains calendar, travel itinerary, meetings, conferences/seminar attendance, and coordinates related arrangements. Enters information in electronic systems ensuring compliance with institutional policies and procedures. Completes and disseminates clinic absences, leave requests, and other routine institutional forms on behalf of the Chair and assigned faculty.
c. Initiates meeting notifications, postponement, cancellations, reminders for meetings led or involving the Department Chair. Exhibit flexibility when necessary.
d. 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 to include travel/hotel arrangements, itinerary, presentations, and contact information.
e. Maintains Curriculum Vitae (CV) and biographical sketch for Department Chair and ensuring compliance with institutional policies.
f. Obtain and coordinate with senior department faculty for Acting Department Chair coverage in the absence of the Department Chair.
g. Synchronize with various internal departments including Faculty Academic Affairs (FAA), International Affairs (IA), Medical Staff Office (MSO), Physician Relations, and Page Operators regarding essential, time sensitive information/documentation and/or reiterate the Chair's request.
h. Updates, coordinates, and disseminates the Attending On-Call Schedule.
i. Arranges and coordinates lecturers with travel accommodations, honorariums, and reimbursements hosted by the Department Chair, including the Internal Medicine Grand Rounds.
j. Coordinates and processes DPS, DEA, TSBME, BLS renewals.
k. Assist faculty with the institutional faculty appraisal process
l. Prepares and submits reimbursements, check requests, and IDT's (Internal Document Transfer) for the Chair and/or staff.
m. Initiates, retrieves, reconciles, verifies, and maintains expenditure reports as well as records of account charges according to internal audit policies.
n. Initiates, prepares, and retrieves procard orders in accordance with institutional policies and procedures.
o. Reviews, verifies, reallocates, company centers and object codes for monthly procard charges using on-line systems. Reconciles monthly statements.
p. Adheres to departmental policies involving institutional and divisional internal controls.
q. Reviews and verifies check requests initiated by department personnel prior to fund approval.
Project coordination
a. Applies independent judgment and analysis to gather facts and determine appropriate solutions based on past experience and departmental practices.
b. Coordinates, leads, and participates in special projects.
c. Participates in task force and committee meetings.
d. Adheres and implements departmental policies involving institutional and divisional internal controls.
e. Coordinates and compiles educational material to be available at MDACC exhibit booths on behalf of the department.
Periodic duties and responsibilities
a. Assists other departmental faculty, classified and educational staff, with administrative support needs when the need arises.
b. Assists in the preparation of manuscripts, journal articles, invited
articles, book chapters, and books. Coordinates and processes
protocols, and manuscripts using technical software packages.
c. Initiates and organizes department gatherings hosted by the
Department Chair.
d. Performs other duties as required.
Other duties as assigned
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
#LI-Hybrid
JOB SPECIFIC COMPETENCIES
Administrative support:
a. Initiates, organizes, compiles, prepares, and processes internal/external correspondence, spreadsheets, agendas, reports, and presentations.
b. Schedules, prioritizes, and maintains calendar, travel itinerary, meetings, conferences/seminar attendance, and coordinates related arrangements. Enters information in electronic systems ensuring compliance with institutional policies and procedures. Completes and disseminates clinic absences, leave requests, and other routine institutional forms on behalf of the Chair and assigned faculty.
c. Initiates meeting notifications, postponement, cancellations, reminders for meetings led or involving the Department Chair. Exhibit flexibility when necessary.
d. 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 to include travel/hotel arrangements, itinerary, presentations, and contact information.
e. Maintains Curriculum Vitae (CV) and biographical sketch for Department Chair and ensuring compliance with institutional policies.
f. Obtain and coordinate with senior department faculty for Acting Department Chair coverage in the absence of the Department Chair.
g. Synchronize with various internal departments including Faculty Academic Affairs (FAA), International Affairs (IA), Medical Staff Office (MSO), Physician Relations, and Page Operators regarding essential, time sensitive information/documentation and/or reiterate the Chair's request.
h. Updates, coordinates, and disseminates the Attending On-Call Schedule.
i. Arranges and coordinates lecturers with travel accommodations, honorariums, and reimbursements hosted by the Department Chair, including the Internal Medicine Grand Rounds.
j. Coordinates and processes DPS, DEA, TSBME, BLS renewals.
k. Assist faculty with the institutional faculty appraisal process
l. Prepares and submits reimbursements, check requests, and IDT's (Internal Document Transfer) for the Chair and/or staff.
m. Initiates, retrieves, reconciles, verifies, and maintains expenditure reports as well as records of account charges according to internal audit policies.
n. Initiates, prepares, and retrieves procard orders in accordance with institutional policies and procedures.
o. Reviews, verifies, reallocates, company centers and object codes for monthly procard charges using on-line systems. Reconciles monthly statements.
p. Adheres to departmental policies involving institutional and divisional internal controls.
q. Reviews and verifies check requests initiated by department personnel prior to fund approval.
Project coordination
a. Applies independent judgment and analysis to gather facts and determine appropriate solutions based on past experience and departmental practices.
b. Coordinates, leads, and participates in special projects.
c. Participates in task force and committee meetings.
d. Adheres and implements departmental policies involving institutional and divisional internal controls.
e. Coordinates and compiles educational material to be available at MDACC exhibit booths on behalf of the department.
Periodic duties and responsibilities
a. Assists other departmental faculty, classified and educational staff, with administrative support needs when the need arises.
b. Assists in the preparation of manuscripts, journal articles, invited
articles, book chapters, and books. Coordinates and processes
protocols, and manuscripts using technical software packages.
c. Initiates and organizes department gatherings hosted by the
Department Chair.
d. Performs other duties as required.
Other duties as assigned
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: 167586
- 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
#LI-Hybrid
Source : MD Anderson