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Executive Assistant - Emergency Medicine

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Admin/Clerical Support
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Internal Medicine 600642
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118328 Requisition #
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Ideal candidate will hold a bachelors degree, ten plus years related experience, five years in a health-care environment, and a minimum of two years experience supporting clinical faculty in patient care academic setting.

The primary purpose of the Executive Assistant is to support and coordinate administrative activities for the Department of Emergency Medicine’s Chair requiring independent judgment, initiative, discretion, and a skillful knowledge of administrative procedures and demonstrates a high level of interpersonal and quantitative skills to organize and maintain data and prioritize requirements of multiple faculty.

Administrative  Operations Provides administrative support for the Chair, faculty, staff and educational appointees; Develops and determines priorities and monitors status of special projects; Assists the department in recruiting when additional assistance or coverage is needed.  Prioritizes workflow to achieve maximum efficient output for the Chair; Coordinates appointments and meetings on a timely basis and maintains faculty calendars; answers phone calls for the Chair and relays messages with detailed information; Greets, screens and announce visitors; Coordinates the workflow of faculty issues requiring the review of the Deputy Chair to Department Chair and Division Administrative Staff involving: Recruitment/Promotion/Appointment/Tenure; Credentialing; Evaluations; Conflicts of Interest; and International Affairs requirements. Maintains and updates CVs and biosketches in the FIS database for the faculty supported. Completes and submits extramural leave requests for faculty supported and other assigned staff prior to travel; maintains extramural leave spreadsheets for faculty; establishes and maintains filing system in accordance with joint commission procedures; Maintains current status of physician’s DEA, Texas medical license, and ACLS and transmits updated copies to appropriate individuals.
 
Meeting Coordination and Report Production  Coordinates meetings as needed.  Creates and distributes the agenda and meeting invitations.  Compiles and reports meeting minutes.  Drafts letters, reports, articles, memorandums, presentations, and as needed.  Maintains PRS professional development accounts for assigned faculty.  Maintains office records and manuals as directed.  May assist in the preparation of manuscripts, grants, protocols, and materials for formal or informational presentations using software available. Composes complex confidential correspondence from basic information for Department Chair and assigned faculty and routes appropriately.  Prepares slides for presentation using Power Point.  Produces reports in accordance to appropriate policies and procedures.  Completes routine institutional forms as needed.
 
Education and Trainee Support   Provide support for the Director of Education for the department including the Oncologic Emergency Medicine Fellowship, the Rotating Resident program, the Oncologic Emergency Medicine conferences, and research and student trainees. This requires knowledge of the Discover application system, correspondence with applicants, New Innovations administration system, and coordination with CME/Conference Management.
 
Calendar/Travel Management   Prepares meeting schedules, greets visitors.   Maintains both a current year and a long-term calendar for the Department Chair and assigned faculty.  Provides a print out of appointments when requested.  Arranges all travel preparations, scheduling airline reservations and hotel accommodations. Ensures that all reservations are made in time for early registrations. Ensures that all expenditures are processed according to institutional guidelines to ensure reimbursement to appropriate faculty (45 day calendar period).  Coordinates educational programs and complex conferences.
 
Financial functions   Follows budget control systems and tracks company center activity for expenditures; maintains accurate and up-to-date and works with Sr. Financial Analyst to retrieve financial information and status reports to assigned faculty member on a regular basis; assists assign faculty in determining the best use of financial resources, purchasing, etc.; prepares reimbursement requests for outside lectures. Coordinates purchasing needs for assigned faculty and follows all procurement guidelines. 

Other duties as assigned

Required: High school diploma or equivalent. Five years of administrative/secretarial experience supporting a leadership/executive level position. 

Preferred: Bachelor’s Level Degree; Preferred Experience: Ten plus years related experience, five years in a health-care environment, and a minimum of two years experience supporting clinical faculty in patient care academic setting.

Must pass pre-employment skills test as required and administered by Human Resources.

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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