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Admin/Clerical Support
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Cardiology 406100
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134841 Requisition #
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The Executive Assistant position will coordinate and complete administrative

and operational activities effectively,efficiently, and within budgetary standards

for the Department Chair in the Department of Cardiology. The incumbent

gathers facts, analyzes the situation, and adopts solutions to fit the

circumstances. The position requires organizational and critical thinking skills for

problem solving. 

Impacts the organizational efficiency of the Department Chair and the

operational dyad with the Department Administrator.

 

ESSENTIAL JOB FUNCTIONS: 

 

Administrative Operations: 

Manages multiple projects and coordinates administrative and operational 

activities of Chair’s office within a complex management component. Opens

and distributes all incoming and outgoing correspondence to the Department

Chair.  Establishes priorities and deadlines for completion of projects. Adheres

to HIPAA regulations when handling confidential patient information.

Demonstrates skills to handle highly confidential information.  May coordinate

the workflow of faculty issues requiring the review of the Department Chair

and/or the Department Administrator involving faculty actions: 1)

Recruitment/Promotion/Appointment/Tenure, 2)  Credentialing, and 3)

Evaluations. 

 

2) Report Production: 

* Creates and maintains Chair’s CV, Other Support  page, and NIH Biosketch in appropriate and institutional format using institutional software as needed.  Edits and proofreads document for errors and consistency.  Responsible for updating information on a monthly basis. As directed prepares and/or transcribes letters, reports, articles, memorandums, and speeches usually of a medical or related    scientific mature.  Compiles and reports meeting minutes. May assist in              the preparation of manuscripts, grants, protocols, and materials for formal          or information presentation using prescribed word processing or technical            software packages. Maintains physician’s DEA, DPS, ACLS and Texas                medical license and sends updated copies to the appropriate individuals.     Composes complex confidential correspondence from basic information            for Department Chair and routes appropriately. Produces reports in                      accordance to appropriate policies and procedures.  Produces reports in            accordance to appropriate policies and procedures. May prepare                        and distribute announcements and/or backup materials including                          agendas for matters of consideration at meetings. Completes                              routine institutional forms as needed.

 


3) Calendar Management: 

Prepares meeting schedules, greets visitors. Maintains both a current year and

a long-term calendar for the Department Chair.  Provides Department Chair with

a print out of appointments on a daily basis.  Arranges all travel preparations,

scheduling airline reservations and hotel accommodations.

 

4) Financial: 

Processes accurate and timely travel expense reports to ensure that the traveler

is reimbursed promptly according to institutional guidelines. Monitors, tracks,

reconciles, and attests financial funding sources.  Creates, processes, and

tracks expense reports, etc. 

 

5) May provide support to the Department Administrator for special projects and

meeting specified deadlines. Provides daily progress reports of assigned

projects.  Communicates regularly with Department Administrator about

administrative activities and developments in support of the Department Chair.  

 

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

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