Executive Assistant - Dermatology

The Executive Assistant will provide administrative support to the Chair of the Department of Dermatology, department leaders/management, and staff. This includes strategic scheduling, calendar management, travel arrangements, organizing conferences, research & academic support, etc. 

The ideal candidate will be an excellent written and verbal communicator who is highly organized and able to effectively prioritize urgent needs. They must demonstrate the ability to anticipate needs independently and produce high-quality documents, including drafting memos, letters, and other correspondence. This is a Monday–Friday, 8:00 a.m.–5:00 p.m. position and is 100% onsite.

MD Anderson offers our employees:
- Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week
- Group Dental, Vision, Life, AD&D and Disability coverage
- Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals
- Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs
- Tuition Assistance Program after six months of service
- Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans
- Employer paid life, AD&D and an illness-related reduced salary pay program
- Extensive wellness, recognition, fitness, employee health programs and employee resource groups.

 

Administrative Support

·         Initiates, organizes, compiles, prepares, and processes internal and external correspondence, agendas, reports, manuscripts, abstracts, book chapters, presentation materials, and other documents for the department chair, Department Administrator, and assigned faculty, ensuring accuracy and timeliness.

·         Schedules, priorities, and maintains the calendar for the department chair, Department Administrator, and Faculty. coordinates meetings, conferences, and travel itineraries, ensuring scheduling efficiency and awareness of potential conflicts. Processes travel arrangements via Concur, including flights, hotels, car rentals, and registrations. Prepares and submits travel expense reports, reconciliations, and reimbursement requests, and maintains detailed records of reimbursement status.

·         Initiates meeting notifications, postponements, cancellations, and reminders for meetings involving the department chair, Department Administrator, and assigned faculty. Maintains flexibility to accommodate shifting priorities or urgent requests.

·         Assists the department chair, Department Administrator, and assigned faculty with departmental needs, including coordination of faculty appraisals, time-off requests, and recruitment activities when applicable. Communicates directly with internal and external contacts to coordinate visits, meetings, and presentations.

·         Maintains and updates Curriculum Vitae (CV), NIH biographical sketches, and other professional documents for the department chair and faculty in MyCV. Ensures all documents comply with institutional policies and are submitted by required deadlines.

·         Tracks and manages the renewal and submission of professional credentials for faculty (e.g., medical licenses, DPS, DEA, BLS, visa documentation), providing advance notice of upcoming expirations and coordinating submission of required documentation.

·         Coordinates with internal departments such as Faculty Academic Affairs, Medical Staff Office, International Affairs, and other institutional units to ensure compliance, information accuracy, and timely communication of critical matters.

·         Assist with financial documents and reconciliations. Reviews and reconciles monthly Faculty and departmental expense reports to ensure adherence to institutional policies.

·         Monitors and tracks departmental procurement activities, verifying object codes, company centers, and compliance with internal audit controls.

Project Coordination

·         Apply independent judgment and problem-solving skills to manage and prioritize multiple complex projects for the department chair, Department Administrator, and faculty.

·         Coordinates, leads, and participates in departmental and institutional projects, task forces, and committee initiatives as assigned.

·         Assists with preparation and formatting of materials for departmental lectures, seminars, and conferences. Designs and produces presentation slides, posters, and other educational or promotional materials to institutional standards.

·         Coordinates educational or recruitment materials for departmental representation at institutional events or external conferences.

·         Provides project tracking support, maintains databases or logs for assigned initiatives, and ensures timely follow-up and completion of deliverables.

Periodic Duties and Responsibilities

·         Assists other departmental faculty, classified and educational staff, with administrative support needs when the need arises.

·         Assists in the preparation of manuscripts, journal articles, invited articles, book chapters, and books. Coordinates and processes protocols, and manuscripts using technical software packages.

·         Assists with departmental gatherings, special events, or programs hosted by the Department chair and Department Administrator.

·         Assists the Administrative Director with onboarding and training new employees in departmental administrative processes.

Other Duties as Assigned