MD Anderson Cancer Center Administrative Assistant - Investigational Cancer Therapeutics in Houston, Texas

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.

The primary purpose of the Administrative Assistant position is to perform complex administrative and secretarial duties requiring judgment within general guidelines. Impacts department efficiency and productivity and may support the department chair or physician.

Salary range: Min $36,000 - Mid $45,000 - Max $54,000

Key Functions

  1. Administrative support to assigned faculty.
  • Arrange appointments, coordinate travel agendas, prepare travel and reimbursement requests.

  • Manage and monitor calendar, travel itineraries, expense reports, and the operation of faculty member's office, including the coordination of schedules and itineraries for visitors.

  • Maintain the most current information pertaining to curriculum vitae in Faculty Information System (FIS), periodical publications, NIH-format Biographical Sketch and Other Support, and PRS account balance.

  • Attend meetings, record minutes and distribute, as assigned.

  • Assimilate pertinent information in order to compose written correspondence (must have a strong command of the English language, including spelling, writing, and verbalizing) and be able to communicate well verbally and in writing.

  • Be able to organize and disseminate information in a clearly understood manner.

  • Maintain and improve filing system.

  1. Report/presentation preparation
  • Gather materials on assigned subjects for use in the preparation of scientific reports, speeches, or articles.

  • Ensure the timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process.

  • Prepare reports and work out details of presentation.

  • Prepare agendas for matters of consideration at meetings.

  • Set up and type financial, statistical, and textual reports from worksheets.

  • Prepare slide presentations, requiring the use of MS PowerPoint.

  • Transcribe machine dictation and/or take and transcribe oral dictation consisting of letters, reports, articles, memorandums, and speeches—usually of a medical or related scientific nature.

  • Follow up to insure timely completion of assignments.

  1. Administrative support for department operations.

– Provide telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.

– Provide administrative support to other department staff, as assigned.

– Correctly complete and route departmental and institutional forms.

  • Order supplies in accordance with prescribed institutional and department procedures.

  • Provide coverage for other support staff in the event of vacation or illness.

  • Complete routine institutional forms as needed.

  • Assist in developing and maintaining document forms.

  • Initiate and assist in scheduling meetings, arranging for conference rooms, and catering.

  • Maintain a schedule for use of department equipment, such as laptop computers, for meetings and a process to ensure timely return and the security of the equipment

  • Assist with special projects.

  • Compose complex correspondence from basic information and route appropriately.

– Assimilate pertinent information in order to compose written correspondence (must have a strong command of the English language, including spelling, writing, and verbalizing) and be able to communicate well verbally and in writing.

– Be able to organize and disseminate information in a clearly understood manner.

– Follow up to insure timely completion of assignments.

– Communicate regularly with department administrator about activities and new developments.

– Be able to respond to and assist other employees, vendors, etc., who require assistance with directions, locating meetings, etc.

– Represent department in a professional and appropriate manner within institution, as well as externally.

  1. Assist assigned faculty with preparation of grants, progress reports, and miscellaneous grant-related activities.

– Obtain up-to-date information from co-investigators and prepare Biographical Sketches.

– Obtain up-to-date information from co-investigators and prepare Other Support.

– Obtain relevant information and prepare Key Personnel reports.

– Prepare agendas for monthly grant meetings.

– Initiate and assist in scheduling grant-related meetings, arranging for conference rooms and catering, as appropriate.

– Distribute agendas and/or meeting minutes to investigators.

  1. Other duties, as assigned.

Working Conditions

This position requires:

Working in Office Environment

No

X

Yes

Working in Patient Care Unit (e.g. Nursing unit; outpatient clinic)

X

No

Yes

Exposure to human/animal blood, body fluids, or tissues

X

No

Yes

Exposure to harmful chemicals

X

No

Yes

Exposure to radiation

X

No

Yes

Exposure to animals

X

No

Yes

Physical Demands

Indicate the time required to do each of the following physical demands:

Time Spent

Never

0%

Occasionally

1-33%

Frequently

34-66%

Continuously

67-100%

Standing

X

Walking

X

Sitting

X

Reaching

X

Lifting/Carrying

Up to 10 lbs

X

10lbs to 50 lbs

X

More than 50 lbs

X

Pushing/Pulling

Up to 10 lbs

X

10lbs to 50 lbs

X

More than 50 lbs

X

Use computer/keyboard

X

Education

Required: High school diploma or equivalent.

Preferred: Bachelor's degree

Experience

Required: Four years of administrative/secretarial experience. With preferred degree, no experience required.

Other: 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