Executive Assistant - Diagnostic Imaging / Clinical

Company: University of Texas M.D. Anderson
Location: Houston
Posted on: September 23, 2022

Job Description:

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.

SHIFT/HOURS: Monday - Friday 8am - 5pm or 7am - 4pm / potential for hybrid and overtime

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.

CORE VALUES

Caring: By our words and actions we demonstrate caring toward everyone.

* We are sensitive to the concerns of our patients, their loved ones and our colleagues.
* We are respectful and courteous to each other and practice cultural humility.
* We promote and reward teamwork and inclusion.

Integrity: We work together with professionalism to merit the trust of our colleagues and those we serve in all that we do.

* We hold ourselves, and each other, accountable for our work - decisions and data - and for practicing our values and ethics.
* We advocate for diversity and equity for our workforce, for those we serve and for our community.
* We communicate frequently, honestly, openly and responsibly.

Discovery: We embrace creativity and seek new knowledge from diverse perspectives.

* We encourage continuous learning, seeking out information and new ideas.
* We team with each other to identify and resolve problems.
* We seek personal growth and enable others to do so.

Safety: We provide a safe environment - physically and psychologically - for our patients, for our colleagues and for our community.

* We create a sense of security and empowerment and are committed to keeping one another free from harm.
* We embrace a framework and best practices for the highest quality of care and service.
* We inspire trust by modeling excellence in our work and acceptance of each person's contributions.

Stewardship: We protect and preserve our institutional reputation and the precious resources - people, time, financial and environmental - entrusted to us.

* We prioritize the health and well-being of each other.
* We act responsibly to safeguard the institution's finances.
* We ensure the proper care and use of time, data, materials, equipment and property afforded to us.

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

COMPETENCIES

Self-Adaptability - Work in situations involving uncertainty, shifting priorities, and rapid change; deal constructively with mistakes and setbacks; demonstrate flexibility.

Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.

Written Communication - Convey information clearly and concisely through both formal and informal documents; adapt writing style to fit the audience.

With Inclusion, you understand that your ideas and contributions are valued. You promote the same for others. You address your own biases while promoting diversity and equity. (Competencies: Cultural Humility, Cultural Awareness, Cultural Intelligence)

With Drive, you see that you can serve as a leader whether you have a formal leadership role or not. You tackle problems, move past setbacks and hardships, and don't lose sight of your goals. (Competencies: Self-Confidence, Analytical Thinking, Innovative Thinking, Technical Expertise)

You demonstrate Professionalism by setting the example for others and consistently modeling MD Anderson's values and service standards. You communicate effectively in a variety of ways. (Competencies: Inspire Trust, Oral Communication, Written Communication)

Through Emotional Intelligence, you maintain awareness of your own emotions and the emotions of those around you. Use nonverbal cues and feelings to engage others in an inclusive and responsive way. (Competencies: Active Listening, Teaming, Self-Reflection)

Having Coachability means you are engaged in relentless learning. You constantly ask questions and stay curious. You understand that the organization constantly evolves, and you should as well. (Competencies: Develop Oneself, Adaptability)

REQUIREMENTS

Education: High school diploma or equivalent.

Preferred Education: None

Certification: None

Preferred Certification: None

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

Preferred Experience: Prior experience supporting a person in a high level leadership role.

Onsite Presence: Is Required

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: 151653
* Employment Status: Full-Time
* Employee Status: Regular
* FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)
* Work Week: Days
* Fund Type: Hard
* Work Location: Onsite
* Pivotal Position: No
* Minimum Salary: US Dollar (USD) 47,500
* Midpoint Salary: US Dollar (USD) 59,500
* Maximum Salary : US Dollar (USD) 71,500
* Science Jobs: No

Keywords: University of Texas M.D. Anderson, Houston , Executive Assistant - Diagnostic Imaging / Clinical, Healthcare , Houston, Texas