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    Executive Assistant - Houston, United States - University of Texas M.D. Anderson

    University of Texas M.D. Anderson
    University of Texas M.D. Anderson Houston, United States

    4 weeks ago

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    Description

    The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education and prevention.

    It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2018 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.


    The Executive Assistant position in the Department of Experimental Radiation Oncology office within the Division of Radiation Oncology requires responsible and decisive action relating to the day-to-day research office operations.

    Performs complex administrative tasks efficiently, the incumbent will create and maintain a good rapport and cooperate with faculty, administrative and research personnel, as well as other institutional personnel.

    The position provides secretarial and administrative support to the Chairman and assigned faculty of the Department of Experimental Radiation Oncology.

    This position will oversee and/or coordinate the logistics of the department's educational programs and related activities.

    In addition, this position coordinates administrative, grant and financial programs and participates in planning, development and implementation of administrative and financial management systems for the Department Chair, Department Administrator, Operations Manager, Grant Program Manager, Financial Analyst and faculty members.

    This position impacts the overall efficiency and productivity of research in the Department of Experimental Radiation Oncology.

    Key Functions


    • Departmental Support
    • Works directly with the Operations Manager in establishing new standard operation procedures and best practices to streamline and maintain an efficient organizational system and productive workforce.
    • Handles faculty recruitments including screening, reviewing and preparing applications for committee review, as well as scheduling meetings and maintaining a database for recruitment activity.
    • Works with the Faculty office and Visa office to process appointment packet for new appointments, promotions and reappointments for tenured-track faculty, non-tenured research faculty, visiting faculty and adjunct faculty.
    • Works with the Office of Research Training Programs to manages the departmental training programs including processing educational appointments and reappointments and organizing trainee check-in/orientation and exit procedures.
    • Coordinates conference and events according to the department's specifications, including communication, advertisement, room reservations, catering and preparing material or equipment.
    • Provides organization and administrative support for efforts of ERO Seminar Series and Students, Post Docs, Residents Seminar Series.
    • Coordinates the arrangement of national and international visiting lecturers on relevant topics including seminar event, travel authorization, hotel, car service, preparing itinerary, reservations, escorting guest, processing guest's check requests and expense reports for reimbursement.
    • Assists Financial Analyst with the departmental financial programs including generating and preparing monthly financial reports to reconcile and analyze each account to prevent deficit of departmental funds and maintain the overall financial health of the department.
    • Assists with procurement process for the department including placing purchase orders, contacting purchasing and/or vendor for product availabilities/pricing and coordinating receipt of goods with receiving facilities as necessary, reviewing order requisitions for accuracy/completeness/ability to process, following up with/providing feedback to customers regarding status of orders and on various procurement issues, processing return goods requests for return to vendor, maintaining accurate procurement records, inputting information into PeopleSoft, coordinating and distributing procurement data to faculty and management, approving/resolving invoice exceptions, and making necessary corrections to orders placed.
    • Maintains the accuracy and up to date knowledge of institutional and department policy and procedure, including changes and updates in government regulations that directly affect the department.
    • Faculty and Administrative Support
    • Supports the Department Chair, assigned faculty and lab personnel to facilitate the operations with a high level of professional expertise and credibility.
    • Spearheads with the hiring process of new personnel in the faculty's labs (classified appointment, educational appointments and visiting faculty appointments), which involves, creating the applicant in tracking system, reviewing and preparing required new appointment documents and serves as a liaison between the applicant and the human resource, faculty, trainee office, visa office and other corresponding departments as needed.
    • Manages calendar, travel itinerary and authorizations, expense reports, time off request, lab personnel reappointments, payment, purchasing, and material management.
    • Maintains the most current information pertaining to faculty's curriculum vitae, biosketch and other support documents.
    • Works with Grant Program Manager in processing grant applications, protocols, material transfer agreements and other documents related to grant submissions.
    • Updates expenditures, monitors posting entries, and reconciles activity on a daily and monthly basis for multiple financial accounts. Provides a quarterly review of all PRS accounts to Operations Manager.
    • Prepares, tracks and approves purchase orders, invoices, and payment activity for vendors.
    • Composes and edits correspondence and prepares ad hoc reports as needed.
    • Other Duties as assigned
    • Acts as backup for other administrative assistants.
    • Other administrative duties as necessary and assigned.
    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.

    Additional Information


    • Requisition ID: 165424
    • Employment Status: Full-Time
    • Employee Status: Regular
    • Work Week: Days
    • Minimum Salary: US Dollar (USD) 51,000
    • Midpoint Salary: US Dollar (USD) 64,000
    • Maximum Salary : US Dollar (USD) 77,000
    *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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