Vacancy expired!
MISSION STATEMENTThe 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.SUMMARYThe Executive Assistant will provide administrative support to the Chairman of the Department of Urology. This includes maintaining calendar, making travel arrangements, organizing conferences etc. Typing manuscripts, book chapters, preparing grants protocols.KEY FUNCTIONS
Maintain overall responsibility for internal activities of the Department Chairman, maintain partial responsibility for internal activities of two additional non-clinician Faculty, and manage multiple complex projects.
Compose and prepare various documents for Chairman and assigned non-clinician Faculty, including correspondence, agendas, meeting announcements, and other informational documents. Maintains confidentiality for all correspondence and calls handled for Chairman.
Coordinate travel arrangements via the Concur system. Travel arrangements include flight reservations, hotel accommodations, car rentals, and meeting registrations. Also responsible for submitting travel expense report for reimbursement. Provides Chairman and assigned non-clinician Faculty with spreadsheet, which lists reimbursement amounts and status.
Maintains calendar for Chairman. Ensures that meetings are scheduled promptly and at appropriate times. Keeps Chairman abreast of changes in calendar and makes him aware of scheduling conflicts that may arise due to existing meetings.
Type manuscripts, book chapters, abstracts, protocols and grants according to institutional guidelines and specific publication formats. Ensure documents are in final form and submitted within period requested. Provide administrative support for grant submissions and protocols.
Design, lay out, format, and produce slides in a timely manner free of errors. Help with editing and preparation of posters.
Calculate expenses, prepare expense reports and reimbursement requests. Reconcile physicians' accounts and provide copies of all invoices, check requests, travel requests etc. associated with faculty members' accounts.
Track all incoming and outgoing correspondence. Assist with department faculty appraisals and processing the request for time-off forms. Update faculty curriculum vitae and NIH biographical sketch via the FIS system. Submit all medical licenses and visa information for faculty. Provides updates to the department on all renewals (medical license, DPS and DEA certificates) before the expiration of the current license or certificate. Assist the Office Manager with training new employees on various tasks.
Additional office assigned duties:
Organizes and distributes department incoming faxes to the respective recipients.
Assists with vetting the 'Request for Time-off' forms for all Faculty on behalf of the Chairman's office.
EDUCATIONRequired:High school diploma or equivalent.Preferred:Bachelor's degree.EXPERIENCE:Required:Six years of administrative/secretarial experience supporting a leadership/executive level position. With preferred degree, two years of required experience.Preferred:Experience providing administrative support to Faculty, experience scheduling meetings and calendaring at executive/faculty level, professional in their written and oral communication, tech savvy with MS 360, Epic, database applications, organizational skills. Prefer someone in a current role as a senior admin, executive assistant or office manager.Work Schedule:Hybrid Onsite/Remote; Training period - 3 times a week in office (any fixed combination). Transition to weekly rotation with other support team.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: 161992
Employment Status: Full-Time
Employee Status: Regular
Work Week: Day/Evening, Days
Minimum Salary: US Dollar (USD) 47,500
Midpoint Salary: US Dollar (USD) 59,500
Maximum Salary : US Dollar (USD) 71,500
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
