MD Anderson Cancer Center Senior Administrative Assistant - Cancer Medicine Fellowship Program in Houston, Texas
The mission of Cancer Medicine is to eliminate cancer and allied diseases through integrated programs in patient care, research, education, and prevention. The division is striving to realize this mission every year, as we build strong partnerships with the other MD Anderson divisions as well as with other cancer centers nationally and globally to develop more effective therapies that are targeted to each patient's unique disease profile.
The Sr Administrative Assistant provides advanced level administrative and secretarial support.
The salary range is: min-$38,800, mid-$49,500 and max-$60,200.
· Assist in maintaining a database that provides up-to-date financial information about all department funds.
· As assigned, reconcile departmental accounts/funds.
· Ensure accurate recording of expenses on an ongoing basis and update tracking document to reflect when items are expensed.
· Review and analyze data from reports to identify trends or problem areas and assist in solutions to address deficiencies.
· Meet on regular basis with fellows to review financial accounts status and updates and prepare annual funding reports for fellows.
· Provide guidance and advice to fellows and staff regarding the appropriate utilization of funds within institutional policies and procedures.
· Maintain detailed records of budget/financial events for reference.
· Assist in the coordination and preparation of department annual budgets. Understand the general and specific guidelines, as established by the institution, division, and department.
· Assist in the preparation of grant budgets by applying guidelines and procedures established by the department and by adhering to the granting agency 's procedures and stipulations
· Coordinate the department's annual effort certification process in accordance with institutional policy.
· Review all effort reports for alignment with departmental records.
· Assist faculty and fellows with their certification of effort reports by meeting with them to review the reports for employees whose salary is supported (fully or partially) by their sponsored projects. Understand the guidelines of NRSA grant reporting and YIA grant reporting. Maintain a FAQ on reporting for both.
· Monitor ECRT system to track timely certification and processing of reports. Identify certifications that require follow-up JDUFs for change in source of funds.
· Maintain high level of expertise for effort certification through educational opportunities and interactions with Grants & Contracts personnel.
Company/center management and reconciliation
· Monitor balances and track income and expenses for assigned co/centers, auditing debit and credit transactions for accuracy and conformance with established procedures and regulations.
· Maintain appropriate salary allocations on all sources of funds, including grants and contracts.
· Initiate JDUF process for changes in source of funds for personnel salary support.
· Prepare basic accounting data items such as Journal vouchers, for entry into the accounting system.
· Initiate contact with departmental representatives, other agencies or personnel to resolve problems or questions regarding basic accounting data items.
· Monitor accuracy and appropriateness of expenses charged to co/centers.
· Monitor adherence to institutional and state guidelines and deadlines for event expenses, purchasing, and reimbursable expenses (including travel).
· Maintain controlling records required to ensure accuracy of all data entered into the accounting system.
· Perform monthly reconciliation of co/centers against Status of Company Center statements.
· Perform related duties relevant to closing the monthly and annual financial statements and other duties as required.
· Interact with external funding agencies to ensure proper invoicing and payment according to the contractual agreements.
· Meet regularly with Associate Director of GME to discuss payment or budget issues
· Demonstrate a thorough working knowledge of institutional and state guidelines and deadlines to include purchasing, fiscal, and travel.
· Act as a resource to administrative support staff regarding the proper procedures for purchases and travel reimbursements.
· Assist coordinators with general fellowship duties including but not limited to attendance tracking for Academic Tuesday, vacation/time off, continuity clinic, recruitment, orientation, and exit process.
· Assist with Academic Tuesday to include room reservation, set up, evaluation, and general assistance for the Education Chief as necessary. Coordinates, inputs, and reviews annual conference schedule for the fellows in New Innovations tracking both attendance and ACGME milestone requirements.
· Maintains communication with all DoCM department coordinators to facilitate processing of educational programs.
· Provide general Administrative support to Associate Director of Graduate Medical Education to include typing memorandum and calendaring.
· Coordinates fellowship events including but not limited to Graduation.
· Schedule individual and group photos for the fellows and supporting faculty.
· Assist in the collection of fellowship snapshots and tracking.
· Provide general assistance to fellows.
· Other duties as assigned.
Required: High school diploma or equivalent.
Preferred: Bachelor's degree.
Required: Five years of administrative/secretarial experience. With preferred degree, one year of required experience.
Required: Must pass pre-employment skills test as required and administered by Human Resources.
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