MD Anderson Cancer Center Jobs

Job Information

MD Anderson Cancer Center Sr. Administrative Assistant - Breast Imaging in Houston, Texas

SUMMARY Provides administrative support to the department and faculty in accounting, education, grants and purchasing in addition to administrative and secretarial duties. Performs complex support staff duties requiring semi-independent judgment within general guidelines. This role impacts department efficiency and productivity and directly supports multiple faculty.

The ideal candidate will have previous experience supporting faculty.

MISSION STATEMENT

The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

JOB SPECIFIC COMPETENCIES

Clerical Support

  1. Manages calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Processes accurate and timely travel expense reports and check requests to ensure that faculty or administrative members are reimbursed promptly. Completes and submits accurate and timely leave forms to ensure documents are approved prior to date of leave. Verifies with timekeeper that information is correctly entered.

  2. Maintains electronic calendar for assigned faculty/administrator using appropriate software; generates daily printed calendar; makes, changes, and cancels appointments as required; provides up-to-date information. Ensures that faculty members or administrator receive appropriate and timely reminders of appointments.

  3. Composes and types memos, letters, and reports as requested. Types and/or edits abstracts, manuscripts, grants, and other complex documents according to specific formats. Transcribes meeting minutes, manuscripts, articles, article reviews and other documents as requested. Maintains confidential correspondence and other files in an organized manner.

  4. Provides telephone coverage, answering calls in a clear, pleasant and understandable manner. Screens calls and directs as appropriate in a polite and professional manner. Responds helpfully to callers' inquiries; promptly communicates accurate and complete messages.

  5. Takes/retrieves packages and mail, including but not limited to UPS, FedEx, Airborne, USPS priority and institutional courier deliveries. Sorts and distributes mail in timely fashion.

  6. Interfaces with the information systems support group to resolve computer hardware and software problems within the department.

  7. Type and self-correct correspondence resulting in 95%+ on second draft

  8. Performs complex administrative and secretarial duties requiring independent judgment and decision-making within institutional guidelines.

  9. Assists in administering/coordinating the preparation of grant proposals and contractual agreements as required.

Faculty Support

  1. Supports assigned faculty as needed to meet departmental operations. Provides back up to administrative team members as needed.

  2. Assists with coordinating meetings, lectures, and the clinical schedule.

  3. Ensures each faculty member has clean lab coats which will require both delivery and pick up.

  4. Maintains and manages faculty CVs and NIH biosketches or equivalent for administrators in the appropriate institutional format using the FIS or equivalent database. Edits and proofreads documents for errors and consistencies. Responsible for updating each faculty member's FIS on a monthly basis.

  5. Within FIS or equivalent system for administrator, responsible for manually selecting the author position, manually inputting the journal impact factor, and manually selecting the output editor.

  6. Maintains and keeps track of professional licensure and membership renewal dates on an on-going basis.

  7. Logs and reviews expenditures of assigned physicians/departmental/divisional funding and provides documentation as needed for the monthly reconciliation of reports.

  8. Participates in the submission of grants and contracts

  9. Performs mathematical computations and utilizes spreadsheets.

  10. Participate in process improvement

  11. Completes CME applications and recertification paperwork.

  12. Gathers facts and uses independent judgment to determine appropriate solutions.

  13. Meets deadlines.

Departmental Support As assigned, may support several departmental operational tasks such as:

  1. Timekeeping

  2. Purchasing: Ordering supplies, procurement and reconciliation

  3. Space assignments, relocations, new equipment, keys, nameplates

  4. Coordination of departmental programs or educational activities

  5. Support for departmental teambuilding activities

Other duties as assigned

Required education: High school diploma or equivalent.

Required experience: Five years of administrative/secretarial experience. With preferred Associate's degree, three years of required experience and with preferred Bachelor's degree, one year of required experience.

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: 167180

  • Employment Status: Full-Time

  • Employee Status: Regular

  • Work Week: Days

  • Minimum Salary: US Dollar (USD) 45,000

  • Midpoint Salary: US Dollar (USD) 56,500

  • Maximum Salary : US Dollar (USD) 68,000

  • FLSA: non-exempt and eligible for overtime pay

  • Fund Type: Hard

  • Work Location: Hybrid Onsite/Remote

  • Pivotal Position: No

  • Referral Bonus Available?: No

  • Relocation Assistance Available?: No

  • Science Jobs: No

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