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MD Anderson Cancer Center Executive Assistant - Epidemiology in Houston, Texas

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.

The primary purpose of the Executive Assistant position is to provide executive administrative support to Department Chair.

JOB SPECIFIC COMPETENCIES

1. Administrative Operations Support:

  • Provide comprehensive administrative support direct to Chair and/or other designees.

  • Duties include, but are not limited to, complex administrative responsibilities as well as word processing, presentations, composing/editing, proofreading, answering telephones, faxing, photocopying, maintaining filing system, sorting and distribution mail, coordination of new employee logistics, and calendar management.

  • Coordinate Chair routine meetings with faculty, annual appraisal, and contract distributions.

  • Compose formal and informal correspondence, create and format presentations, and maintains complex confidential general office files.

  • Ensures timely submission of required reports/assignments given by chair or by immediate supervisor including department administration.

  • Generate, revise, and update Curriculum Vitae, biosketch, and other support/reference material for assigned faculty member in FIS and SciENcv database. Maintain revisions to professional documents, bibliographic libraries, and grant-related documentation.

  • Complete and submit accurate leave and extramural requests for Chair and staff prior to travel.

  • Coordinate meeting requests from Chair and/or other designees. Confirms conference rooms for meetings, AV setup, creating agendas, printing handouts, requesting catering, and other requests, as needed.

  • Triage calls for Chair and/or other designees with exceptional phone etiquette.

  • Coordinate Chair organized conferences/workshops and other special projects.

  • Demonstrate ability to maintain confidentiality, to execute any standard clerical duties, and ability to use independent judgment and analysis to gather facts and to determine appropriate solutions.

  • Maintain effective working relationships with faculty, staff, supervisor, and the public.

  • Maintains effective communication, professionalism, customer focus, and correspondence etiquette at all times.

  • Able to effectively utilize Microsoft Office suite, institutional systems, and other related systems.

2. Department Administrative Support:

  • Assist Administrative leadership with special projects and departmental events.

  • Manage faculty recruitment email group; Organize faculty recruitment search committee meetings and materials.

  • Coordinate faculty recruitment itineraries, which include scheduling of travel, interviews for faculty candidates, seminar presentation, and expense reimbursements.

  • Act as primary or backup for departmental duties such as timekeeping in Kronos, inventory tracking, processing offsite equipment agreements, ordering assets, asset transfers, ordering keys, processing trainee appointments in Discover, departmental personnel databases, department photo directory, website updates, plasma screen updates, ordering and restocking of kitchen supplies, ordering paper, toner and office supplies for department, etc.

  • Coordinates special functions and events including on/off site departmental functions, employee recognition and educational programs, including but not limited to planning, coordinating logistics, scheduling visits, arranging facilities and catering.

  • Coordinates team building and human resources activities for the department, including EEE, ELPT, Anderson Award, Food Drive and other institutional, divisional and departmental initiatives.

  • Manage department conference rooms with meeting requests, printing daily calendar, and IT equipment maintenance requests.

  • Interfaces with the IT team to resolve computer hardware and software problems, as well as to coordinate purchases of these assets.

  • Assists in strategic planning for department and coordinates functions including maintenance of inventory and space planning.

  • Manage department records, filing rooms, and storage by utilizing Record Retention Schedule policies and procedures.

  • Manage tidiness of department filing areas, kitchen, fridge, and restocking of supplies.

  • Coordinates new employee onboarding process and Welcome packet with Office Manager.

  • Sets up office space for new employee arrival, computer setup, phone setup, orders signage and office keys, requests building access approvals, updates org chart and distribution lists, and other items identified on onboarding checklist.

  • Coordinates office moves, repairs and furniture reconfigurations.

  • Processes and tracks new trainee appointments and existing trainee re-appointments. Creates Discover accounts, communicates with trainees and monitors document submissions. Communicates with TAA, obtains necessary approvals and completes required forms.

  • Serves as a resource or as administrative representative.

  • Serve as Emergency plan department officers.

  • Develops and determines priorities and monitors status of special projects.

  • Maintain effective working relationships with faculty, staff, supervisors and the public.

  • Maintains effective communication, professionalism, customer focus, and correspondence etiquette at all times.

  • Able to effectively utilize Microsoft Office suite, institutional systems, and other related systems.

  • Adheres to institutional, department, and division administration policies, asset control management, records management, key control, emergency and fire plan, and others related.

3. Travel and Reimbursement Support:

  • Arrange and manage travel for Chair and/or other designees using institutional travel management tools in a timely manner and/or for early registrations.

  • Reviews calendars for accuracy to coordinate travel arrangements to include following, but not limited to: prepares itineraries, arranges ground transportation, confirms reservations, requests agendas, makes hotels accommodations, and process reimbursements.

  • Completes leave request and extramural spreadsheet prior to the travel leave date.

  • Processes all reimbursements in a timely manner. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures.

  • Coordinate conference registration fees and membership fees for Chair and/or other designees.

  • Maintains and archives all supporting documentations.

  • Able to effectively utilize institutional travel systems and services.

  • Adheres to institutional, division, and department travel guidelines, policies, and processes.

4. Financial and Purchasing Support:

  • Work with finance team to track and provide supporting documentation for all types of financial transactions in a timely manner.

  • Track faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis.

  • Track grant and other institutional accounts by organizing, maintaining necessary required documents on a monthly basis.

  • Able to utilize financial systems and resources to assist faculty in determining the best use of financial resources, purchasing, staff funding, etc.

  • Processes purchase order (PO) requisitions for the procurement of items requested by Chair and/or other designees and tracks activity through to completion and closure of PO.

  • Reviews open POs and process close-outs on a monthly basis. Track and report to finance team.

  • Maintain and archive all supporting documentations.

  • Completes check requests, expense requests, purchase orders, study incentives, catering orders, other requisitions, travel requests, EAJs, reimbursements in a timely manner.

  • Provide requestor status updates on purchases, on a weekly basis, and follows-up if delay is extensive or unclear.

  • Acts as primary liaison to vendors and coordinates delivery of purchases.

  • Adheres to funding guidelines, institutional financial policies, and department internal controls procedures.

5. Grant Support:

  • Work with Grants Team to coordinate grant submissions by organizing and compiling required forms and sections as well as obtaining Other Support and Biographical Sketch pages.

  • Maintain professional documents such as other support, biosketch, CVs in various formats for faculty members and as necessary, for their collaborators.

  • Maintain revisions to professional documents, bibliographic libraries, and grant-related documentation.

  • Review documents with faculty on a regular basis to assure accuracy of information and timely revisions.

  • Maintain EndNote or other reference databases by adding new references, revising or updating existing references, and downloading abstracts

  • Assist with manuscripts, abstracts, and reports.

6. Other duties as assigned.

COMPETENCIES

Oral Communication - Express ideas clearly, concisely and in a culturally competent manner to groups and one-to-one conversations; create an environment with open channels of communication.

Self-Adaptability - Work in situations involving uncertainty, shifting priorities, and rapid change; deal constructively with mistakes and setbacks; demonstrate flexibility.

Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.

Written Communication - Convey information clearly and concisely through both formal and informal documents; adapt writing style to fit the audience.

Service Orientation:

Provide service to our stakeholders, including patients, caregivers, colleagues and each other, in a safe, courteous, accountable, efficient and innovative manner to include:

  • Promoting inclusiveness and collegiality that demonstrates respect and professionalism to our stakeholders at all times

  • Modeling safe, ethical behavior that mitigates risk to the institution through sound business practices, and adherence to MD Anderson's Standards of Conduct, institutional policies and procedures

  • Responding to requests in a timely manner while proactively communicating expectations for procedures, service arrival, or project deliverables to stakeholders

  • Using the steps to HEAL (Hear, Empathize, Address and Learn) the relationship when service recovery is needed

Customer Focus:

  • Builds and maintains customer satisfaction with the products and services offered by the organization through skills demonstrated in communication, personalization of interaction, regulation of emotions, and proactive problem solving.

Performance Statement Examples:

* Presents a cheerful, positive manner with customers either on the phone or in person. Shows interest in, actively listens to and responds in a clear and timely manner to customer's expressed needs.

  • Focuses on the customer's results, rather than own. Goes beyond basic service expectations to help customers implement complete solutions through personalized service that anticipates the customer's unspoken needs.

  • Delivers services when and where the customer needs them. Explores options when unable to deliver a requested product or service, and pursues solutions until the customer is satisfied by addressing the root cause of the issue. Problem solves with patient, family member, care giver or clinical team to aid in proactively resolving issues and concerns.

  • Provides to customers status reports and progress updates. Seeks customer feedback and ensures needs have been fully met.

  • Talks to customers (internal and external) with a pleasant tone to find out what they need and how satisfied they are with the service. Remains in control of own reactions and responds in a manner that demonstrates appropriate nonverbal cues and complements the customer's emotions in the situation. Recognizes when its is necessary to escalate situations to leadership to ensure customer satisfaction.

EDUCATION:

Required: High school diploma or equivalent.

EXPERIENCE:

Required: Five years of administrative/secretarial experience supporting a leadership/executive level position.

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: 129236

  • Employment Status: Per Diem

  • Employee Status: Regular

  • FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)

  • Work Week: Nights

  • Fund Type: Hard

  • Pivotal Position: No

  • Minimum Salary: US Dollar (USD) 44,800

  • Midpoint Salary: US Dollar (USD) 57,400

  • Maximum Salary : US Dollar (USD) 70,000

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