Executive Assistant for Pediatric Cardiovascular Surgery - Houston,TX
Texas Medical Center-Houston, Texas
McGovern Medical School at UTHealth
Requisition #: 1900027B
We are looking for an Executive Assistant to work in our Pediatric Cardiovascular Surgery Department. The successful candidate will have worked with doctors or surgeons in a high pressure environment, and thrives in that kind of setting. This role provides administrative support to executive level leadership and physicians under general supervision. Performs work that is varied and generally administrative and/or project oriented with analysis. Work regularly requires use of initiative, discretion and independent judgment. This position performs secretarial support, and is a critical part of the surgical staff.
You will support 4 high level heart surgeons who are busy and move at a fast pace. This role will interact with high level administration in both UTHealth and Memorial Hermann's hospital system. The staff that comprises this department handles surgeries, research, and a lot of travel and speaking. You will be responsible for keeping up their calendars, filling out necessary paperwork for purchasing equipment, reimbursement for travel expenses, and various projects. This requires someone who understands a medical setting, and preferably someone who has been in an academic medical facility.
This role is full time and eligible for all UTHealth benefits including low cost healthcare options and a retirement that is administered by the State of Texas. You will be part of a dynamic team, and have a great career opportunity. The work location is accessible by Metro services including rail and bus lines. It is housed in our medical school building.
Position Key Accountabilities:
Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contracts materials.
Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files.
Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.
Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
May approve and coordinate purchases of office supplies and equipment.
Screens calls and emails and receives and directs visitors.
Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis.
Regularly handles the highest level of confidential information and sensitive issues.
Provides guidance and direction to lower level staff.
Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.
Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
Advises on and may draft policies and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
Other duties as assigned.
Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Use of University financial systems may be required.
High School diploma or equivalent required. Bachelor’s degree preferred.
Six (6) years related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement.
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215
If you are looking for a great healthcare career in Houston, visithttp://go.uth.edu/careers!
University of Texas Health Science Center at Houston (UTHealth)
Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.
UTHealth offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Office of Benefits Website.
Equal Employment Opportunity Statement
UTHealth is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.