"Executive Healthcare Administrative Assistant (College of Medicine)"

Posted: 13-Sep-25

Location: Houston, Texas

Type: Full-time

Categories: Administrative/Support, Staff/Administrative

Internal Number: 494779

Department: Office of the Dean

Salary: Commensurate with Experience/Education

Description: Coordinates, directs and manages the office of a top College of Medicine executive. 1. Coordinates and manages the daily schedule of the COM executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders. 2. Maintains appointment/meeting schedule and calendar. 3. Makes travel arrangements, screens all in-coming telephone calls, and sorts and prioritizes mail. 4. Drafts routine responses to correspondence as needed. 5. Functionally supervises projects in the office of the executive. 6. Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals. 7. May supervise secretarial and clerical staff in the office. 8. Performs other job-related duties as assigned.

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional disciplines. Knowledge of the discipline is normally obtained through a formal, directly job-related, 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of five (5) years of directly job-related experience.

Additional Job Posting Information: - Department is willing to accept education in lieu of experience. - Department is willing to accept experience in lieu of education. * Assists with organizing events such as preceptor appreciation, onboarding sessions, open houses, and special recruitment or executive functions, occasionally requiring evening availability. * Provides administrative support for preceptor outreach, maintains tracking systems, schedules meetings, and gathers necessary documentation for appointment and onboarding processes. * Coordinates the internal routing and tracking of affiliation agreements, ensuring organized documentation, status updates, and timely renewals. * Collects and prepares relevant materials for executive and preceptor-related meetings; serves as a liaison with clinical and community partners, ensuring clear, professional communication. * May oversee clerical staff, manage office projects, and support other duties assigned to ensure smooth operations within the executive and preceptor-focused functions.