Executive Assistant - Investigational Cancer Therapeutics

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.

The primary purpose of the Executive Assistant position is to act as an assistant to a Department Chair of clinical area. Coordinates administrative activities and impacts department efficiency.

Key Functions

1.   Administrative/secretarial production.

–        Handle incoming calls for the department chair.

–        Open and distribute chair’s incoming and outgoing correspondence.

–        Screen chair’s e-mail messages.  Determine which are priority messages requiring the chair’s urgent attention, which should be routed to other individuals for handling, which can be deleted.  Print out priority messages and put in designated location.

–        Tran­scribe machine dictation and/or take and transcribe oral dictation consisting of letters, reports, articles, memorandums, and speeches—usually of a medical or related scientific nature.

–        Compose complex correspondence, often of a confidential nature, from basic information and route appropriately.

–        Maintain the most current information pertaining to PRS account balances, list of speaking engagements, etc­­.

-        Complete routine institutional forms as needed.

2.      Calendar and travel management

-        Arrange appointments and meetings and monitor the chair’s calendar.

-        Make all arrangements for meetings scheduled by the chair, including conference room scheduling, meeting announcement distribution, catering requests, set-up of audio-visual equipment, etc. 

-        Coordinate travel activities including registration, air and ground transportation, and lodging; prepare and reimbursement requests.

-        Identify and meet deadlines for travel-related papers, abstracts, photos, biographical information, etc.

-        Schedule and prepare itineraries for visiting physicians, researchers, and other colleagues.

-        Schedule and prepare itineraries for candidates for faculty and clinical fellow positions.

-        Prepare meeting folders for all of the chair’s appointments, including agendas and any relevant documentation.

3.      Report production

–        Gather materials on assigned subjects for use in the preparation of scientific reports, speeches, or articles.

–        Prepare reports and work out details of presentations.

–        Prepare slide presentations, requiring the use of MS PowerPoint software, as assigned.

–        Set up and type financial, statistical, and textual reports from worksheets.

–        Ensure the timely submission of required reports, documents, etc., by tracking stages, alerting participants, and initiating response process.

–        Correctly complete and route routine institutional forms as needed.

–        Follow up to insure timely completion of assignments.

4.      Provide support for department operational activities

-        Assist in developing and maintaining document forms and department procedures.

-        Initiate and schedule meetings, arrang­ing for conference rooms, and catering.

–        Prepare and distribute announcements and backup materials and prepare agendas for matters of consideration at meetings.

–        Perform timekeeping functions for designated personnel.

-        Provide support for special projects.

-        Provide regular progress reports of assigned projects.

-        Communicate regularly with department administrator about activities and new developments.

5.  File and records management

–        Maintain and improve extensive filing system for the broad scope of the chair’s clinical, administrative, and scientific interests.

Working Conditions

This position requires:

Physical Demands

Indicate the time required to do each of the following physical demands: