MD Anderson Cancer Center Administrative Assistant, Patient Safety & Accreditation in Houston, Texas

The Administrative Assistant in Patient Safety & Accreditation at MD Anderson Cancer Center performs administrative and secretarial duties for the department. Duties will include correspondence, scheduling meetings, taking minutes, inventory control, phone coverage, procurement activities, and coordination of the institution-wide safety and accreditation activities.

The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education, and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2017 rankings. It is one of only 49 comprehensive cancer centers designated by the National Cancer Institute.

SALARY RANGE

Minimum: $36,000 Midpoint: $45,000 Maximum: $54,000

KEY FUNCTIONS

Patient Safety & Accreditation general office functions

  • Answers telephone in a timely and courteous manner. Screens calls, promptly responds to inquiries and requests for information, and disseminates information accordingly. Checks and delivers messages from voicemail system, and updates voicemail system as needed. Arranges conference calls.

  • Greets and welcomes a diverse group of departmental visitors; interacts tactfully and pleasantly with patients, family members, health professional and the public; demonstrates sensitivity and compassion toward patients and their family members.

  • Maintains Director's calendar when Program Coordinator is not available.

  • Coordinates mail functions; picks up, screens, sorts, reviews, and distributes incoming mail; processes staff's incoming and outgoing mail; and coordinates overnight mail requests.

  • Functions as liaison with the Travel Management Department to coordinate and arrange all aspects of staff travel; submits Travel Authorization Requests requesting airfare, make hotel and automobile rental reservations; calculates travel expenses and reimbursements via the Concur application; adheres to institutional and departmental policies and guidelines. Processes reimbursements via Concur.

  • Conducts annual inventory of all Information Technology (IT) equipment, which includes scanning all IT equipment with "Lease Tags" and/or "AH Tags."

  • Serves as liaison with Facilities Services to facilitate maintenance of the physical environment; submits work requests for repairs, housekeeping, room temperature, courier service, etc.

  • Monitors and maintains office supply inventory and office equipment supplies; maintains established inventory levels for each supply item; uncrates, stores and organizes supplies upon delivery.

  • Confirms all toner levels as well as paper is appropriate for all printers and copiers, Places orders for copy machine and printer paper, toner, etc.

Purchasing & supply chain activities

  • Coordinates departmental purchasing/procurement activities via the ResourceOne application system by submitting requisitions via for purchase orders.

  • Functions as liaison with Procurement Services, and external vendors to facilitate the purchase and procurement process.

  • Orders items on-line via ProCard as requested by staff. Monitors and tracks all ProCard expenses, and reconciles ProCard statement on a monthly basis according to institutional guidelines.

  • Assumes full responsibility for the office clerical and administrative support in the absence of the department Program Coordinator.

Patient Safety & Accreditation Programs

  • Assists with various patient safety components, including coordinating logistics for Patient Safety and Awareness week.

  • Prepares various types of packets for special presentations including Joint Commission annual and triennial surveys.

  • Keeps an up to date spreadsheet with all office keys.

Meeting set-up/minutes

  • Schedules numerous meetings using the EMS Room Request System.

  • Schedule all RCA Meetings, dates/times may be urgent/spontaneous.

  • Take minutes and attendance for, Joint Commission Ongoing Readiness, Institutional Patient Safety Committee Meeting, and PS&A Departmental Meeting.

  • Post minutes on Sharepoint site for future viewing.

  • Receive room/meeting requests from employees, check attendees' calendars, request conference rooms, send the invitation from the calendar of the requester after confirm availability.

  • Confirm all items requested arrive in the conference room prior to the meeting's start time.

REQUIREMENTS

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.

Skills Assessment

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