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MD Anderson Cancer Center Executive Assistant in Houston, Texas

Executive Assistant

The primary purpose of the Executive Assistant is to assist the department chair in administrative, academic, and patient related activities. Manages departmental events including retreats and conferences. Coordinates departmental activities, which include but is not limited to communications with internal and external contacts to exchange or explain information. Contacts include upper-level administration, department chairs, managers, academicians, administrative support, pharmaceutical companies, travel agents, physician/researchers, vendors, faculty candidates, national/international cancer research organizations, and publishers/editors. Exhibits independent judgment, initiative, and excellent problem solving skills and manages resources effectively. Serves as a role model for other staff.

JOB SPECIFIC COMPETENCIES

Administrative and Organizational

Manages special events including the Neurosurgery Leavens Lecture, departmental retreats, and conferences. Responsible for budgeting revenue and expenses for events, coordinating with Legal department on contracts and agreements, tracking expenses, coordinating all activities on the day of the event, and submitting reimbursements as needed. Establishes priorities and deadlines for completion of projects. Composes correspondence and works independently in support of the Chairman and other faculty as assigned. Performs excellent customer service by assisting patients in submitting scans, films, pathology reports as needed by the Chair to review their diagnosis. Ensure timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process. Creates personnel, consumable, and equipment budgets for grant submissions in conjunction with the financial analyst and the Chair/faculty member. Maintains CV for chair and other neurosurgery faculty as assigned. Coordinate CME activities, license renewals, consulting agreements and conflict of interest agreements. Coordinate the faculty evaluation process in support of the Chair. Works with the Chair in preparing agendas for faculty meetings.

Calendar and Travel - File/Records management and report production

Manage calendar for department chair and other neurosurgery faculty as assigned. Coordinate all travel activities including obtaining visas, coordinating with host institution, tracking expenses and submitting reimbursements.

Maintain filing system for department chair and other neurosurgery faculty as assigned. Gather materials on assigned subjects for use in the preparation of scientific reports, manuscripts, speeches, or articles. Prepare reports and work out details of presentations. Create and format presentations using prescribed word processing or technical software packages

Operational Activities

Assists in training support staff as assigned. May assist the department administrator and operations manager in developing policies and procedures for the department. Serve as backup timekeeper. Complete all reimbursements and check requests for department chair and other neurosurgery faculty as assigned.

Other duties as assigned

Education Required: High school diploma or equivalent.

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

Salary Range: Min: $44,800 Mid: $57,400 Max: $70,000

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: 133929

  • Employment Status: Full-Time

  • Employee Status: Regular

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

  • Work Week: Days

  • 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

  • Science Jobs: No

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