MD Anderson Cancer Center Administrative Asst - Melanoma Medical Oncology in Houston, Texas
Administrative Asst - Melanoma Medical Oncology
Location: United States, Texas, Houston, Houston (TX Med Ctr) at https://mdanderson.referrals.selectminds.com/jobs/11398/other-jobs-matching/location-only
Admin/Clerical Support at http://mdanderson.referrals.selectminds.com/landingpages/adminclerical-support-opportunities-at-md-anderson-cancer-center-8
Cancer Medicine 135100
Requisition #: 115230
The Administrative Assistant performs complex administrative and secretarial duties requiring judgment within general guidelines.
The department of Melanoma Medical Oncology has the mission to develop better treatments for patients with melanoma by the alignment of laboratory and clinical approaches, provide outstanding care to patients with melanoma and train the next generation of clinical scientists capable of translating novel concepts from the laboratory to the clinic.
The salary range is min-$33,600, mid-$42,000 and max-$50,400.
1.Research Administration Support (Lab Staff and Educational Students)
Provide administrative support to assigned faculty members’ laboratory staff to include meeting coordination and set up, catering, A/V, etc. Submitting IT trouble tickets, managing travel arrangements, and expense reimbursement. Serves as the department administrative liaison for assigned work group. Works off-site from central department administrative office, thereby requiring in-depth knowledge of various administrative functions and the ability to function independently as well as part of a team. Uses excellent judgment in determining when an activity requires the attention of the Operations Manager, Department Administrator, or the Chairman and when it can be handled at the “local” level. Assures staff of assigned work group(s) know and follow institutional and departmental procedures, to include entering all leave categories in Webschedule.
2.Clinical Administration Support (Research Nurses and Mid-Level Providers)
Provide administrative support to assigned clinical work group to include license renewals, meeting coordination and set up, catering A/V, etc. Submitting IT trouble tickets, managing travel arrangements, and expense reimbursement. Serves as the department administrative liaison for assigned work group. Works in the central department administrative office, thereby requiring in-depth knowledge of various administrative functions and the ability to function independently as well as part of a team. Uses excellent judgment in determining when an activity requires the attention of the Operations Manager, Department Administrator, or the Chairman and when it can be handled at the “local” level. Assures staff of assigned work group(s) know and follow institutional and departmental procedures, to include entering all leave categories in Webschedule.
3.Department Administration Support (Department Administrator, Operations Manager, Sr. Finamcial Analyst, and Laboratory Coordinator)
Administrative liaison between department administration and assigned faculty, their staff and assigned work group – this includes attending staff meetings as needed, sharing information provided by the department and institution and bringing issues back to the Operations Manager, Department Administrator, and/or Chairman as needed. Notifies/Involves central department administrative office about issues that are best handled at the department level. Coordinates MDACC compliance requirements with central department administrative office (i.e. Team Anderson, EEE, HIPPA, safety requirements). Submits timely edits to maintain website as required by assigned faculty/workgroup. Coordinates purchasing activities for area of responsibility. Acts as a liaison between clinical or lab personnel and department buyer. May function as a buyer for specific area to include weekly office supply orders. Keeps departmental staff informed of new procurement porcedures. Reconciles assigned company centers according to institutional policy. Reviews and reconciles ProCard on a monthly basis following institutional procedures to verify accuracy and to resolve errors. Provides administrative support to the Melanoma Fellowship Program. May function as department timekeeper in Kronos. Responsible for notifying central department administrative office of own time away from office, to include detailed coverage information. Responsible for inventory of a specific area. Assures that departmental inventory lists are accurate and updated for area of responsibility. Processes paperwork for and maintains records of equipment relocation. Supports the department in preparing for new hires. Lab coat duty, maintain weekly copier and fax machine supplies, daily mail and fax distribution. Share weekly telephone coverage for department and faculty with administrative coworkers. Answer all lines without delay; take date and time of call, detailed and accurate message including name, MRN and distribute message without delay through email and pager, if call is an emergency. Triage all calls to appropriate person; must be able to clearly respond to telephone conversations with physicians and other members of health care team, both internal and external. Responds to the needs of patients, customers, employees, and vendors who require assistance with directions, locations, and deliveries. Provide central department administrative office with file copies of faculty and clinical work group license applications/renewals. Assist with updating and distributing the Melanoma On-Call schedule, Safety Plan, and Phone roster. Facilitate and coordinate departmental retreats, CME conferences and symposia as assigned. Represent department in a professional and appropriate manner within institution, as well as externally.
Primary function is to provide administrative support to assigned tenure track/tenured faculty. Assists faculty in processing of grant applications and renewals, sponsored agreements, protocols, material transfer agreements, and any other paperwork related to research efforts. Ensures timely and accurate submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators, and initiating response processes. Possesses knowledge of institutional; and external forms and contacts to facilitate completion of projects. Maintains calendar for faculty: arranging appointments and travel to include flights, ground transportation, itinerary, expense report/ reimbursement. Facilitates the operations of office functions for assigned faculty including the prompt coordination of paperwork, schedules and visitors. Maintains the most current information pertaining to faculty CV in FIS, periodical publications and biographical sketch. May be responsible for assisting in gathering documents for faculty/staff educational appointments and/or visa sponsorships. Gathers materials on assigned subjects for use in the preparation of scientific reports, speeches, or articles. Formats letters, reports, articles, memorandums, presentations, and speeches – usually of a medical or related scientific nature. Able to compose routine correspondence. Sets up and types financial, statistical, and textual reports from worksheets. Prepares slide presentations, requiring the use of MS PowerPoint software and processes faculty extramural leave and PTO program leave requests to include assisting in locating physician coverage. Redirect physician pagers as necessary to covering physician. Assist assigned faculty with license applications and renewals. Respond in a timely manner to internal and external requests for additional documentation.
5.Other duties as assigned.
Required: High school diploma or equivalent. Specialized training in secretarial skills (such as word processing and business).
Required: Four years secretarial experience including advanced secretarial duties.
Must pass pre-employment skills a 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