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Assistant to the Chair, Radiation Oncology (Onsite)

Galveston, Texas, United States

Clerical & Administrative Support

UTMB Health

Requisition # 2402570

Minimum Qualifications:

• Bachelor’s degree or equivalent in related field years and 4 years related experience

Job Description

Serves as an extension of the Chair in an academic department and has delegated authority to perform professional level programmatic or administrative functions. Provides a broad range of administrative services to support the goals of the chair, department and the overall mission of the institution.

Job Duties:

• Executes, with minimal direction, administrative duties, including managing time critical, sensitive and/or confidential information.

• Manages the chair’s calendar, schedule and travel needs, while preserving time on the calendar for strategic planning, as needed.

• Serves as staff and resource person. Acts as liaison with internal and external groups/offices/ constituents.

• Directs and coordinates daily operations of office and/or department.

• Manages administrative services which may include a percentage of time spent performing duties such as developing meeting agendas and taking meeting minutes, tracking, monitoring and following the progress of projects, typing/proofreading correspondence, preparing expenses reports, revising the Chair's schedule and calendar, and planning organizational events and meetings.

• Duties may also include facilitating faculty and staff recruitment including building itineraries, making travel accommodations, and escorting guests around campus.

• Helps coordinate department events, as directed, by securing space, equipment, food, preparing invitations, announcements, and agendas, making travel arrangements and reservations and assisting with the event when it occurs.

• Compiles, collects and prepares data, statistics and other information and materials for meetings, lectures, etc.

• Advises the Chair on policy, procedural and operational issues for the department and institution.

• Manages routine administrative tasks for the department, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.

• Interprets and executes rules, regulations and policies, as applicable, and adheres to internal controls established by department.

• Works cooperatively and collaboratively with other leaders and staff members to create a high-functioning team that sets and achieves goals. May participate in budget planning and development activities.

• Supports the department by performing all other duties as assigned by the chair.

• Works to ensure that deadlines are met and that the executive has a weekly and future looking prospective view of upcoming deadlines and requests.

• Performs related duties as assigned.

Salary Range:

Commensurate with Experience

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Compensation