The primary purpose of the Executive Assistant position is to act as an assistant to a Department Chair of clinical area. Coordinates administrative activities and impacts department efficiency.
Key Functions
1. Administrative/secretarial production.
* Handle incoming calls for the department chair.
* Open and distribute chair’s incoming and outgoing correspondence.
* Screen chair’s e-mail messages. Determine which are priority messages requiring the chair’s urgent attention, which should be routed to other individuals for handling, which can be deleted. Print out priority messages and put in designated location.
* Transcribe machine dictation and/or take and transcribe oral dictation consisting of letters, reports, articles, memorandums, and speeches—usually of a medical or related scientific nature.
* Compose complex correspondence, often of a confidential nature, from basic information and route appropriately.
* Maintain the most current information pertaining to PRS account balances, list of speaking engagements, etc.
* Complete routine institutional forms as needed.
2. Calendar and travel management
* Arrange appointments and meetings and monitor the chair’s calendar.
* Make all arrangements for meetings scheduled by the chair, including conference room scheduling, meeting announcement distribution, catering requests, set-up of audio-visual equipment, etc.
* Coordinate travel activities including registration, air and ground transportation, and lodging; prepare and reimbursement requests.
* Identify and meet deadlines for travel-related papers, abstracts, photos, biographical information, etc.
* Schedule and prepare itineraries for visiting physicians, researchers, and other colleagues.
* Schedule and prepare itineraries for candidates for faculty and clinical fellow positions.
* Prepare meeting folders for all of the chair’s appointments, including agendas and any relevant documentation.
3. Report production
* Gather materials on assigned subjects for use in the preparation of scientific reports, speeches, or articles.
* Prepare reports and work out details of presentations.
* Prepare slide presentations, requiring the use of MS PowerPoint software, as assigned.
* Set up and type financial, statistical, and textual reports from worksheets.
* Ensure the timely submission of required reports, documents, etc., by tracking stages, alerting participants, and initiating response process.
* Correctly complete and route routine institutional forms as needed.
* Follow up to insure timely completion of assignments.
4. Provide support for department operational activities
* Assist in developing and maintaining document forms and department procedures.
* Initiate and schedule meetings, arranging for conference rooms, and catering.
* Prepare and distribute announcements and backup materials and prepare agendas for matters of consideration at meetings.
* Perform timekeeping functions for designated personnel.
* Provide support for special projects.
* Provide regular progress reports of assigned projects.
* Communicate regularly with department administrator about activities and new developments.
5. File and records management
* Maintain and improve extensive filing system for the broad scope of the chair’s clinical, administrative, and scientific interests.
Other duties as assigned.
The performance for all expected outcomes is measured by observation by supervisor, reports from faculty and co-workers, the accuracy and timeliness of work produced, and the demonstrated ability to effectively work under stress. The position also requires one to anticipate needs, to recognize situations requiring assistance and have the ability to refer or perform any necessary tasks, and to comprehend the goals of the department and take the initiative in making decisions and taking actions to further these goals.
The above functions require the following abilities and skills:
* Ability to practice independently, have strong verbal and written communication skills, organizational and critical judgment skills, and be able to interact effectively with patients and co-workers.
* Strong attention to detail.
* Strong organizational skills.
* Ability to work with personal computers using standard word processing software, spreadsheets, and programs for database and graphics usage.
* Demonstrate the ability to maintain a satisfactory work environment by organizing and redistributing files, records, etc., requiring bending, stooping, reaching, manual handling, walking, visually inspecting, extended standing, sitting and repetitive motions. May be required to lift up to 15 pounds.
* Requires use of computer via keyboard, and operating facsimile machine, calculator, printer, photocopy machine, etc. Requires the use of push-button, multiple line telephone set. Must be able to master new software by utilizing available resources (other program personnel, reference manual, training classes, etc.)
* Be clearly understood by verbal communication in face-to-face encounters and by telephone.
* Must have strong command of the English language, including spelling, writing, and verbalizing and be able to communicate well verbally and in writing.
Working Conditions
This position requires:
Working in Office Environment
No
X
Yes
Working in Patient Care Unit (e.g. Nursing unit; outpatient clinic)
X
No
Yes
Exposure to human/animal blood, body fluids, or tissues
X
No
Yes
Exposure to harmful chemicals
X
No
Yes
Exposure to radiation
X
No
Yes
Exposure to animals
X
No
Yes
Physical Demands
Indicate the time required to do each of the following physical demands:
Time Spent
Never
0%
Occasionally
1-33%
Frequently
34-66%
Continuously
67-100%
Standing
X
Walking
X
Sitting
X
Reaching
X
Lifting/Carrying
Up to 10 lbs
X
10lbs to 50 lbs
X
More than 50 lbs
X
Pushing/Pulling
Up to 10 lbs
X
10lbs to 50 lbs
X
More than 50 lbs
X
Use computer/keyboard
X
EDUCATION: Required: High school diploma or equivalent.
EXPERIENCE: Required: Six years of administrative/secretarial experience supporting a leadership/executive level position. With preferred degree, two years of required experience.
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
