MD Anderson Cancer Center Sr Administrative Assistant- Anesthesiology & Critical Care – Research Support. in Houston, Texas
Sr. Administrative Assistant opportunity in Anesthesia & Critical Care-Research Support. The ideal candidate will have five years of administrative/secretarial experience. With preferred degree, one year of required experience. Candidates with grant experience and experience working in a research area are preferred.
Salary Range: min - $38,800 mid - $49,500 max - $60,200
The primary purpose of the Sr. Administrative Assistant position is to support the Division's basic research program. Ensures and maintains a proactive environment of support of the Division's Principal Investigators, trainees and laboratory staff. Coordinates Quarterly Research Seminars, travel arrangements, laboratory supply ordering, trainee appointments, faculty recruitment, and faculty support.
1. Administrative Coordination
Administrative support for faculty and assist lab personnel with administrative needs
Types, proofreads, edits and formats all documents to achieve error-free output
Calendar management-recognizes schedule conflicts, reminding faculty/confirming appointment
Process travel request within a 24-28 hour turnaround upon receipt of information to include scheduling flights, hotel, arrangement, registration
Submit reimbursements within 24-48 hours, monitoring and creates reimbursement submissions to ensure compliance to institutional established 45 day guidelines
May assist Faculty and staff in obtaining appropriate forms for grant or protocol preparation and reviews for subsequent submission
Completes written forms for license/certification/society dues applications and renewals for assigned physician staff by specific renewal date
Provides requested CV updates to coordinator for FIS entry
Manages and coordinates monthly faculty meetings and research seminars.
Coordinate and maintains research department website, solicits information to incorporate into web site additions, updates, etc.
Receives incoming packages and conducts scheduled mail runs
2. Fiscal Activity and Financial Reporting
Submit Bookkeeping/Reconciliation within established timeline (90% compliance)
Processes PRS and time-off logs for assigned faculty, providing accurate and timely reports upon demand
Monitor and balance chartfield string budget activity as assigned, requiring complex account review, tracking and analysis, cost projections, status reports and identification of potential problems.
Processes requests for reallocation of funds and transfer of expenses as deemed appropriate according to sponsoring agency guidelines
Prepare and update the faculty expenditures using PRS Development Funds on a monthly basis with monthly reports to Associate Director for Research.
Complete the typing and/or processing of check requests, travel requests, print shop requests, order forms/requisitions (i.e. ready for authorized signature) within two days of request
Will initiate expense reimbursement utilizing the CONCUR system when required
3. Assists with Research Supply Chain Management
Supports ordering of lab supplies/drugs/agents and capital equipment for all research personnel via Resource One or Procard
Receives orders and ensures proper documentation is submitted to purchasing
Follows up and resolves supply chain issues: questionable charges, identification of problems and investigate, close contact with vendors and buyers
Coordinates the regulatory paperwork required for animal orders and follows-up on animal delivery and housing/maintenance
Ensures the backup buyer is trained and able to complete research orders in a timely and accurate manner
Manages and reconciles ProCard for research purchases
Monitors off-site agreements of individual faculty for yearly inventory
4. Research Trainee appointments and Faculty Recruitment
Assists with the coordination of research trainees by communicating about the appointment process, overseeing Discover application system, and working with the offices of Trainee & Alumni Affairs, International Affairs, and the Visa Office to ensure a successful onboarding process.
Updates and maintains emergency call list for research staff.
Acts as a liaison between department and candidate to establish Candidate Visit
Coordinates and distributes candidate itinerary
Coordinates travel arrangements as required
Coordinates receipt of required document and submits to appropriate area
Communicates weekly recruitment status to Manager.
5. 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.
Preferred: Grant experience and experience working in a research setting.
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