Executive Assistant - Hospital Medicine

The Executive Assistant for Hospital Medicine serves as a trusted strategic partner to the Department Chair, Deputy Chair, and Department Administrator, providing high-level administrative, operational, and project coordination support in a fast-paced academic healthcare environment. This role requires exceptional professionalism, discretion, sound judgment, and the ability to independently manage multiple priorities while supporting executive leadership, faculty, and departmental initiatives. The successful candidate will demonstrate strong organizational, communication, and relationship-building skills, with the ability to effectively collaborate across all levels of the organization.

The ideal candidate must be available to work Monday through Friday, 8:00 a.m. to 5:00 p.m., and be able to maintain an onsite presence during the first 90 days to successfully complete mandatory onboarding and department-specific training . Candidates should possess advanced proficiency in Power BI, Epic, and OBIEE, with demonstrated experience extracting, analyzing, and reporting data to support leadership decision-making. Prior experience supporting faculty members, executive leadership, or a department chair within an academic, healthcare, or research environment is highly preferred. Success in this position requires initiative, adaptability, attention to detail, and a commitment to delivering exceptional administrative and operational support while maintaining the highest standards of confidentiality and service excellence.

The primary purpose and role of the Executive Assistant position is to provide superior support to the Department Chair, Deputy Chair and Department Administrator. This position is responsible for performing complex administrative tasks requiring considerable professionalism, confidentiality, responsiveness, independent decision making, initiative and judgment. The employee in this position must demonstrate the ability to work closely with others at various levels, to communicate clearly, to develop and maintain efficient and effective procedures and management systems within the department and to achieve a high level of quality and productivity in job performance.

MD Anderson offers employees:
• Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week.
• Group Dental, Vision, Life, AD&D and Disability coverage.
• Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals.
• Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs.
• Tuition Assistance Program after six months of service.
• Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans.
• Employer paid life, AD&D and an illness-related reduced salary pay program.
• Extensive wellness, recognition, fitness, employee health programs and employee resource groups.
• Opportunities for professional growth through Career Development Center and Mentoring programs.

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JOB SPECIFIC COMPETENCIES

1. ADMINISTRATIVE OPERATIONS (60%)

• Provide comprehensive administrative support to the Department Chair and department leadership, including the Deputy Chair, Clinical Operations Director, and Department Administrator.
• Coordinate routine meetings and administrative activities led by the Department Chair.
• Initiate, organize, compile, prepare, and process internal and external correspondence, spreadsheets, agendas, reports, and presentations. Draft memos and prepare communications on the Chair's behalf.
• Schedule, prioritize, and maintain calendars, travel itineraries, meetings, conferences, seminar attendance, and coordinate related arrangements.
• Initiate meeting notifications, postponements, cancellations, and reminders for meetings led by or involving the Department Chair. Exhibit flexibility when necessary.
• Complete and disseminate leave requests and other routine institutional forms on behalf of the Chair and assigned faculty.
• Maintain Curriculum Vitae (CV) and biographical sketches through FIS for the Department Chair and assigned faculty, ensuring compliance with institutional policies.
• Create slides and graphs for presentations or publications using appropriate software and accurate information, making revisions as needed and coordinating with Graphics for final processing.
• Assist with the coordination, initiation, submission, and processing of faculty human resources-related activities, including recruitment, mid-tenure reviews, promotions and tenure, annual faculty appraisals, and related processes.
• Support faculty recruitment efforts and committee review requirements. Communicate directly with faculty candidates and coordinate all aspects of candidate visits, including travel arrangements, hotel accommodations, itineraries, presentations, and meeting schedules.
• Initiate and organize departmental gatherings hosted by the Department Chair.
• Arrange and coordinate guest lecturers, including travel accommodations, honoraria, and reimbursements for events hosted by the Department Chair, including Internal Medicine Grand Rounds.
• Prepare and submit reimbursements, check requests, and Internal Department Transfers (IDTs) for the Chair and assigned faculty.
• Initiate, retrieve, reconcile, verify, and maintain expenditure reports and account charge records in accordance with internal audit policies for the Chair and assigned faculty.
• Process requests for resources, services, and assets. Establish Purchase Order (PO) accounts as needed and track activity through completion and closure.
• Coordinate Acting Department Chair coverage with senior department faculty during the Chair's absence.
• Triage patient, referring physician, and clinical-related calls to ensure accurate and timely resolution.

2. DEPARTMENT ADMINISTRATIVE SUPPORT (20%)

• Assist administrative leadership with special projects and departmental events.
• Organize faculty recruitment meetings and coordinate recruitment itineraries, including candidate travel, interviews, seminars, presentations, and expense reimbursements.
• Coordinate special functions and events, including on-site and off-site departmental activities, employee recognition programs, facility reservations, catering, and event logistics.
• Coordinate the new employee onboarding process and welcome packet distribution in collaboration with the Office Manager.
• Assist with the development, documentation, and maintenance of departmental processes, procedures, and operational manuals.
• Effectively utilize Microsoft Office Suite, institutional systems, and other related software platforms to support departmental operations.

3. PROJECT COORDINATION (15%)

• Assist the Department Chair and departmental leadership with the development and implementation of new initiatives and projects.
• Apply independent judgment and analytical skills to gather information, evaluate situations, and determine appropriate solutions based on experience and departmental practices.
• Coordinate and actively participate in special projects and strategic initiatives.

4. OTHER DUTIES AS ASSIGNED (5%)

• Perform additional responsibilities and special projects as assigned to support departmental and institutional objectives.

EDUCATION

• Required: High School Diploma or Equivalent
• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 6 years Administrative/secretarial experience supporting a leadership/executive level position. or
• Required: 2 years Required experience with Bachelor's degree.

The University of Texas MD Anderson Cancer Center offers excellent benefits , including medical, dental, paid time off , retirement , tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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: 182013
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 53,000
• Midpoint Salary: US Dollar (USD) 66,000
• Maximum Salary : US Dollar (USD) 79,000
• 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

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