MD Anderson Cancer Center Jobs

Job Information

MD Anderson Cancer Center Senior Administrative Assistant in Houston, Texas

SUMMARY

The Sr. Administrative Assistant will serve as administrative support to the Deputy Chairman, two department Faculty, and the Department Chairman as needed. This includes arranging critical administrative needs for the Faculty members, such as travel arrangements and financial reimbursements. In addition, the Sr. AA role is responsible for composing, creating and submitting grants, manuscripts, slide presentations, memos, letters and other documents as requested by physicians. Will also contribute to improve daily use of the Operating Room (OR) starts, ensure unused portions of daily OR blocks are leveraged efficiently and facilitate performance metric reviews (KPIs to include OR utilization, time to OR, and overall surgical volume) at least twice annually. Responsible for programs real-time schedule management, proactive notification efforts, and committee commitments in the department, division, and institutional level, including external commitments.

KEY FUNCTIONS

SURGERY BLOCK ALLOCATION:

• Prepares daily surgery schedule notification which includes coordinating efforts as a single point of contact for Faculty who need timely OR access. The responsibility of this role is to find the appropriate OR access solution to achieve the Department of Urology's stated metrics and goals.

• Collaborates in efforts with Urology clinical providers and external support to optimize beneficial KPIs at department, division, institutional, and most importantly, patient levels.

• Informs appropriate departments of special needs that require their participation. Publishes the next day's surgery schedule.

• Provides detailed reports for conferences

• Analyzes and evaluates the program's operations, procedures and activities.

• Participates in various committee meetings at the department or division level so that they can address anticipated challenges and suggest methods for overcoming barriers when possible

• Participates in new business development.

• Conceptualizes designs and develops program components, materials, including educational, written, visual communication and videos. Review and submit all materials for approval.

• Manages program timelines with regards to deliverables, milestones, and long and short-term goals.

• Ensures information for conference is received and published correctly.

• Ensures procedures are conducted in compliance with all relevant institutional regulations

• Develops communications that highlight activities and events.

• Establishes and maintains strong community and professional relationships.

DEPARTMENT OPERATIONS:

• Manage multiple complex projects. Compose and prepare various documents, including correspondence, agendas, meeting announcements, and design, layout, format presentation slides

• Serves as site administrator for Urology Department SharePoint site which includes updating visual aids, maintaining site applications, creating department specific applications as needed.

• Meet regularly with Office Manager to discuss departmental needs and goals, to discuss current status of projects and to maintain a consistent dialogue and united focus.

• Assist in developing and maintaining departmental processes.

• Assists Office Manager with orientating and training of new employees.

ADMINISTRATIVE DUTIES:

• Coordinate travel arrangements and enter information in the Concur system. Type and submit physician time away request form. Maintain calendar for the Deputy Chairman, two department Faculty, and the Department Chairman as needed.

• Assists Deputy Chairman and supported Faculty with grant submissions, including progress reports. Maintain grant files. Type and submit protocol submissions and amendments which include informed consents.

• Types, composes, and edits memos, letters, curriculum vitae, biographical sketches, grants, contracts, reports and other complex documents according to a specified format and highly complex scientific manuscripts and presentations. Prepares presentations for meetings and conferences.

• Establish budget controls for physicians by creating database of expenditures and balances. Gives monthly report to physicians for budgeting purposes.

• Calculate expenses, prepare expense reports and reimbursement requests. Provide copies of all invoices, business expenses, travel requests etc. associated with faculty members' accounts for each item listed in Resource One.

• Serves as back-up to assigned physicians.

• Serves as back-up for answering main line for department.

• Other duties as assigned.

EDUCATION:

Required: High school diploma or equivalent.

Preferred: Bachelor's degree in Business Administration or related field.

EXPERIENCE:

Four years of administrative/secretarial experience in health care field. With preferred degree, one year of required experience. Years of experience may substitute for degree.

Preferred Experience/Skills:

Project coordination and administrative experience, organizational skills, experience with calendar and travel.

Other Requirements:

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

Additional Information

  • Requisition ID: 150656

  • Employment Status: Full-Time

  • Employee Status: Regular

  • FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)

  • Work Week: Day/Evening, Days

  • Fund Type: Hard

  • Work Location: Hybrid Onsite/Remote

  • Pivotal Position: No

  • Minimum Salary: US Dollar (USD) 41,500

  • Midpoint Salary: US Dollar (USD) 52,000

  • Maximum Salary : US Dollar (USD) 62,500

  • Science Jobs: No

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