MD Anderson Cancer Center Executive Assistant - Symptom Research CAO in Houston, Texas
The primary purpose of the Executive Assistant position is to perform highly responsible, complex and confidential secretarial, administrative, and project work for the department Chairman. Provides general secretarial departmental support as assigned by the Medicine Department Administrator. Requires considerable exercise of independent judgment and initiative.
Managing Outlook, meetings and handling calls for the Chair
Schedules appointments and maintains complex daily electronic calendar of appointments, meetings, lectures and seminars for Chair using Microsoft Outlook calendar software. Schedules meetings and prepares agendas. Gathers and prepares materials for meetings. Types and maintains minutes for departmental faculty meetings and other meetings as necessary. Notes required actions for Chair and follows up to insure compliance with commitments. Disseminates information from meetings as appropriate. Coordinates department meetings and other related activities for the Chair.
Receives, places, screens, and transfers calls using appropriate telephone etiquette; responds to telephone information requests with courtesy, accuracy, and respect for confidentiality. Works effectively with a variety of professionals, including administrators, physicians, management staff, and employees. Requires clear verbal communication and good assessment skills in face-to-face encounters and telephone conversations with associated staff. Determines urgency of calls and alerts the appropriate staff, immediately (verbally or by telephone), of emergencies or potential problem situations. Takes complete messages on calls by manually recording the name of the person called, name and telephone number of the caller, time and date of call, content of message, and other pertinent follow-up information. Places telephone calls on behalf of the Chair.
Administrative support to Chair's role
Assists Chair with administrative and departmental planning, activities, and related projects. Takes immediate action on items/issues as required. Distributes mail, documents and other items, to other staff members as necessary on behalf of the Chair. Keeps Chair informed, at all times, of important administrative, and departmental problems, activities, and issues. Coordinates the completion of Annual Performance Appraisals for clinical and research faculty to insure institutional compliance. Schedules appointments for clinical and research staff to meet confidentially with the Chair to review their appraisals. Ensures that all required electronic signatures are obtained, and copies of appraisals are made for Departmental files. Prepares letters of recommendation and mails out in a timely fashion. Greets special guests, VIPs, and patients on behalf of the Chair and department. Makes arrangements for lodging and sets itineraries as requested. Acts as a liaison for the Chair or department with state officials, international contacts, philanthropic supporters, and other departments and institutions. Assists with the planning and organization of departmental and other events as requested by the Chair. Prepares graphs, charts, and tables using Microsoft Word/Microsoft Excel software and a computer. Requires advanced expertise and proficiency using computer and Microsoft Office software.
Handle Travel Arrangements for the Chair
Consult with Chair on available times, ground transportation needs, per diem allowances fees; arrange airfare and ground transportation, make hotel reservations, obtain appropriate signatures, and register participant prior to meeting. Confirm reservations, request agendas, prepare itineraries, keep traveler aware of changes, and prepare travel folder. Travel Reimbursements to include prepare receipts and expense report using ETO and/or Concur or being reimbursed from sponsor. Post in Excel spreadsheets using PRS and other department funds. Prepares and submits reimbursements, check requests, and IDT's (Inter Department Transfer) for the Chair and/or staff.
Curriculum Vitae & Journal/Information Requests
Update curriculum vitae in FIS-format on a regular basis, and saves current CV to departmental common file, whenever additions are required by making appropriate changes, via computer, to include all speaking engagements, societies, awards, and publications. Maintains EndNote database of all publications for Chair. Performs literature searches using Knowledge Finder or other program. Pulls journal articles and makes photocopies, using copy machine, as requested.
Creates and/or coordinates the preparation of professional quality text slides via computer using Power Point software. Proofs slides, making changes where necessary for clarity and consistency. Prints slide handouts for presentations when required.
These may include occasional back-up to submission/approval roles in Kronos, Peoplesoft and other systems.
Required: High school diploma or equivalent. Five years of administrative/secretarial experience supporting a leadership/executive level position.
Must pass pre-employment skills test as required and administered by Human Resources.
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
Employee Status: Regular
Minimum Salary: US Dollar (USD) 44,800
Midpoint Salary: US Dollar (USD) 57,400
Maximum Salary : US Dollar (USD) 70,000