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Managerial/Professional
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Division Administrative Office 710061
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143484 Requisition #
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SUMMARY

Serves as the principle administrative and communications point contact for the Division Head of Surgery and Division Office.  Manages executive level administrative support for the division, utilizing exceptional confidentiality, professionalism, interpersonal skills and organizational skills.  Exercises independent judgment, anticipation of needs, discretion, flexibility and knowledge of institutional processes. Interfaces with surgical department chairs and administrators to coordinate divisional requests.

Provide executive level administrative support for the Division Head of Surgery by performing or delegating functions.

Provide administrative support for all division head and faculty roles, including institutional committees, leadership in national societies or efforts, and Moon Shot efforts; Manage calendar, coordinate meetings & send meeting reminders; Coordinate all travel requests and reimbursements; Compose formal and informal correspondence; Ensure donor thank-you letters and progress reports are composed and submitted on a time; Ensure annual performance appraisal is completed & submitted on time; Create and format divisional/administrative and faculty/academic presentations; Develop and distribute survey queries; graphs and analyzes results; Coordinate reimbursement for divisional events/expenses; Ensure performance evaluations of faculty and staff are conducted appropriately and on time; Submit leave requests and tracks extramural leave; Manage curriculum vitae and biographical sketch; Manage and coordinates Board certifications and association memberships; Assist with support letters/letters of recommendation; Review and approve division wide faculty & staff international travel requests; Review and approve department chairs travel requests and expense reports; Ensure timely review and DH approval of documents from all Division of Surgery departments; Alert and assist with editing and submission of grants, publications and protocols; Interfaces with divisional faculty, surgical department chairs, administrators and executive assistants; Ensure lab coats are sent out for laundering and returned on a timely basis; Ensure copying & scanning of journal articles and faxing of documents is done on a timely basis.

 

 

Provides ancillary administrative support for the Division of Surgery Administration Office by performing the following functions.

Coordinates annual Charles LeMaistre Lecture Series and Award Displays; Coordinates division-wide events (DoS Retreat, Winter Games, etc.); Assists with division office events (Employee Appreciation, Food Drive, Adopt A Family, End of Year Event, etc.); Manages ProCard purchases for division office; Acts as Kronos timekeeper; acts as secondary front desk back-up coverage.

 

Manage interactions with patients, referring physicians, and institutional compliance on patient related issues.  

Resolve issues immediately and/or direct inquiries to appropriate contact, including Patient Advocacy; Provide professional and supportive assistance to new patients and referring physicians; Provide assistance to APRN on patient documents; Interface with clinical teams to ensure patient referrals are coordinated in a timely manner; Interface with clinical teams to address specific patient issues; Assist with communication on compliance with OR, Inpatient and Clinic dictations and signatures on verbal orders; Assist with coordination of on-call coverage schedule.

 

Other duties as assigned

 

 

 

 

 

 

Required Education:

Bachelor's degree Business or Healthcare Administration.

Required Experience:

Five years business experience, to include two years of health care environment or related field and two years of supervisory or managerial experience. May substitute required education degree with additional years of equivalent experience on a one to one basis. Successful completion of the LEADing Self Accelerate program may substitute for one year of required supervisory or management experience.

Preferred experience/Skills:

Experience with Concur, Kronos time keeping, reconcilation Procard charges, expense reports, FIS, CV, submissions, submitting abstracts and coordinating travel requests. 

Other Requirements:

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

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