Executive Assistant

SUMMARY The Executive Assistant position for the Deputy Division Head of Operations (DDH-Ops) in the Division of Diagnostic Imaging is a highly skilled professional responsible for performing complex assignments and supports the DDH-Ops in an administrative capacity performing many high-level tasks, including calendar management, coordinating meetings and activities for division leadership, making travel arrangements, and creating presentations or proposals. This position maintains the DDH-Ops schedule, and plans appointments, executive and committee meetings, conferences etc. The Executive Assistant position receives and handles inquiries, complaints, and requests related to divisional activities from faculty, staff and leaders inside the division and institution. This position attends meetings and keeps minutes and is responsible for handling highly confidential documents, protecting an organization's confidential information, communication and information management, and events. The DDH-Ops has a participative role in national, international and institutional activities, the Executive Assistant position acts as a liaison to internal and external contacts in a manner that promotes the professional image of MD Anderson and the Division of Diagnostic Imaging and extension of executive leadership, interacting with all levels of the organization. This position requires high degree of critical thinking skills to prioritize the work appropriately. MISSION STATEMENT The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public. JOB SPECIFIC COMPETENCIES Provides administrative support to Deputy Division Head - Operations (DDH-Ops) of Diagnostic Imaging a. Acts independently as an assistant to the DDH-Ops. Handles highly confidential correspondence and information. Provides support and assistance including calendar management. Creates quality documents and deliverables, including meeting agendas. Acts as an agent for the DDH-Ops by assisting with issues related to managing the daily operations of the division. Exhibits an exemplary level of professionalism and interpersonal, organizational, written, verbal, and presentation skills. b. Ensures that DDH-Ops meets all clinical and institutional obligations per Joint Commission regulations, such as LMS training, EEO/EEE Compliance, etc. c. Attends various MDACC programs to ensure compliance with new or updated institutional administrative procedures regarding Faculty Evaluations, Promotion/Tenure, Visa applications, Travel Management, Faculty Credentialing, etc. d. Drafts both Division-wide and confidential correspondence for DDH-Ops as needed. e. Performs all other related job duties as required/assigned by the DDH-Ops. Serves as an interface for administrative and operational activities between the office of the Deputy Division Head - Operations (DDH-Ops) and other high level organizational entities. a. This includes departments, executive leadership, and other institutional groups such as Medical Staff Office, Faculty Academic Affairs, Cancer Network, Physician Referral Service, Office of the Physician-In-Chief, Office of the Provost, and Office of the President. b. Builds positive working relationships with a variety of professionals, including administrators, physicians, clinical management and staff. Offers assistance in the resolution of administrative and operational issues. Coordinates and supports activities and meetings as directed by the DDH-Ops. c. Supports and participates in collaborative team efforts involving Division administrative staff and project management team. Establishes and maintains a high level and teamwork through cooperation, receptiveness and sensitivity to others. Utilizes independent judgment regarding requests for assistance of Deputy Division Head - Operations (DDH-Ops). a. Works with minimal supervision, independently analyzes problems and makes decisions affecting the division in the absence of the DDH-Ops. Sets priorities and determines needs, while managing day-to-date office operations and assignments. b. Promotes, through role modeling and development of higher standards, a strong customer service philosophy. Fosters and encourages a receptive and nurturing environment conducive to learning. c. Utilizes clear verbal communication and is perceptive in the face-to-face encounters and telephone conversations with associated staff. Other Support a. Will provide occasional support to the project management team that delivers on the projects lead by the DDH-Ops. b. Will serve as backup to other high level administrative support at the division level. c. Other duties as assigned. Other duties as assigned Required education: High school diploma or equivalent. Required experience: 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: 166275 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