Executive Assistant - Imaging Physics

The Executive Assistant in the department of Imaging Physics atMD Anderson Cancer Center in the Texas Medical Center provides a high level of professional administrative and organizational support to the Department Chair and Department Administrator in daily operations, in support of department efficiency and productivity.

The ideal candidate will have at least six years of administrative/secretarial experience supporting a leadership/executive level position or a Bachelor's degree and two years of required experience. Strong written and verbal communication skills, organized and able to quickly learn and apply new information. As a representative of the department chair and executive leadership, the successful candidate will need to possess a highly professional demeanor. The department chair splits his time between main campus building and South Campus Research Building 3, which may require the executive assistant to also travel between the two TMC locations.

Onsite Presence: Hybrid position with 100% onsite for the first six months in the role. Hybrid/remote thereafter, including onsite two days per week or according to business needs.

The Imaging Physics department provides high-quality professional medical physics services and the use of medical imaging technologies towards enhanced patient care, education of the next generation of healthcare professionals in the medical imaging sciences, and in support of independent and collaborative research in medical imaging sciences throughout the institution.

JOB SPECIFIC COMPETENCIES

Clerical Support:

Ensures that Department Chair has clean lab coats, which will require both delivery and pick up. Prepares and processes the IP Finance Ordering Template and enters a copy of the purchase requisition in a departmental database. Backup documentation of any purchases or expenditures must be filed for account reconciliation purposes.

Logs and reviews expenditures on individual PRS development spreadsheets. Type and self-correct correspondence resulting in +95% on second draft. Interfaces with the information systems support group to resolve computer hardware and software problems within the department.

Faculty/Administrator/Staff Support:

Maintains electronic calendar for department chair, using appropriate software, ensuring changes and cancellations are sent, and notified of, in a timely manner; Ensures that faculty members or administrator receive appropriate and timely reminders of appointments. Assists with coordinating meetings, lectures, and the clinical schedule. Manages the chair's travel calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Processes accurate and timely travel expense reports and check requests to ensure that faculty or administrative members are reimbursed promptly.

Composes and types memos, letters, and reports as requested. Types and/or edits abstracts, manuscripts, grants, and other complex documents according to specific formats. Transcribes meeting minutes, manuscripts, articles, article reviews and other documents as requested. Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system. Follows up on chair designated action items and email correspondence. Maintains and manages CVs and NIH biosketches or equivalent for administrators in the appropriate institutional format using the FIS or equivalent database. Responsible for updating FIS or administrator's information on a monthly basis no later than the last day of each month.

Faculty Recruitment and Credentialing:

Coordinates faculty recruitment, including the coordination of travel arrangements, meetings with institutional stakeholders, presentation support (including virtual meeting links), and post-visit expense reimbursements. Prepares recommendations for appointment, promotion, lecturers, and committee letters for faculty. Ensures that start-up funds are requested, and the candidate's documentation is submitted to the committee for appointment by the required deadlines. Responsible for collecting and filing licensing and credentialing of the medical staff. Assists the Chair in preparing faculty evaluations and communicating timeline. Coordinates the department's onboarding of newly hired faculty and separation of exiting employees.

EDUCATION:

Required: High school diploma or equivalent.

Preferred: Bachelor's degree.

EXPERIENCE:

Required: Six years of administrative/secretarial experience supporting a leadership/executive level position. With preferred degree, two years of required experience.

Preferred: Advanced proficiency with MS Word and Adobe Acrobat DC. Experience with Office 365 applications including OneDrive and MS Planner is a must.

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: 157977
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 47,500
• Midpoint Salary: US Dollar (USD) 59,500
• Maximum Salary : US Dollar (USD) 71,500
• FLSA: non-exempt and eligible for overtime pay
• Fund Type: Hard
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No
• Science Jobs: No

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