MD Anderson Cancer Center Senior Administrative Assistant - Nursing Education in Houston, Texas
Senior Administrative Assistant opportunity in Nursing Education
Ideal candidate have a high school diploma and five years of administrative/secretarial experience. Prefer candidates with recent experience in Catalog Administrator or Qualtrics.
Provide administrative support to Nursing Education Department
JOB SPECIFIC COMPETENCIES
Administrative Functions •Composes letters, memos, emails and edit for correctness and ease of understanding. Proofreads departmental correspondence and reports. Files employee documents in compliance with institutional and Joint Commission standards. Creates tracking mechanisms, input relevant data, and disburse according to calendared plan.
•Orders office supplies and materials using computerized purchasing system. Checks requests for completeness, accuracy of ordering information and pricing. Assists in managing expenses of supplies according to department standards. Ensures documentation for each transaction is accurately filed in the department's Finance folder on the Shared Drive. Reconciles monthly Procard expenses in a timely manner for submission to the Office Manager and IBM.
•Processes travel requests using computerized travel system by confirming travel funding sources, researching airfare rates with travel agencies, making flight, hotel, car rental arrangements, etc., in a timely manner, completing meeting reservations before deadline, providing respective employee all required travel documents before traveling, processing all travel reimbursements prior to 45 day deadline.
•Provides photocopy services for Nursing Education Department staff and stocks copier with copy paper and toner at least twice daily. Picks up and distributes departmental mail. Secures all room and meeting services for the department. Monitors and maintains a clutter-free environment by removing clutter in the general office.
Projects •Asset Management: Initiates equipment relocation/asset transfer documentation to correctly identify and track movement of all physical inventory items. Visually assures correct location of all physical inventories annually by scanning all such items with the assigned scanners, reporting any discrepancies to the Office Manager and Operations Manager, Nursing Division. Receives, tags, and distributes new and/or replacement equipment and delivers to the end user for Nursing Education. Coordinates the repair and maintenance of copier, fax, and other office equipment. Troubleshoots equipment according to manufacturers' instructions and when unable to resolve the issue, makes service call to the appropriate vendor(s). Removes broken equipment from the Nursing Education offices by coordinating its removal and ensures completion of necessary documentation. Documents check out equipment in department equipment log
•AACN License Enrollments: In collaboration with the Office Manager, enrolls learners at the request of the Nurse Educators to Basic ECG, ECCO or EPCCO licenses in a timely manner. Tracks and maintains enrollment by updating and entering data to the AACN Tracking Report. Files all related enrollment documents in the Shared Drive in compliance with the process.
•CE Processing: Assists in the preparation and processing of CE applications. Prepares CE application list and communicates pick up CE material in coordination with the CE Administrative Assistant. Assists in scanning paper evaluations, entering learner comments and preparing report for respective CE course(s) to the Nurse Educator.
•Library Database Maintenance and Check-Out: Maintains the database of library books for Nursing Education. Updates database as new inventory added. Maintains and monitors the check-out process for checking out books.
Teams Support Functions •Supports one of the NPDE Programs performing any support function identified by the team/team leaders that is within the knowledge/scope of the Administrative Assistant.
•Demonstrates initiative in learning additional skills that might support the functioning of the team to which the Administrative Assistant is assigned.
•Works under direction of the Team Leader to develop metrics and CE application processes to assess the team's activities and productivity.
•Builds electronic tools to track metrics highlighting the team's/CE productivity.
•Prepares and disseminates reports under direction of the Team Leader which outlines metrics and accomplishments of teams.
Other duties as assigned
High school diploma or equivalent. Five years of administrative/secretarial experience. With preferred 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
Requisition ID: 128334
Employment Status: Full-Time
Employee Status: Regular
FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)
Work Week: Days
Fund Type: Hard
Pivotal Position: No
Minimum Salary: US Dollar (USD) 38,800
Midpoint Salary: US Dollar (USD) 49,500
Maximum Salary : US Dollar (USD) 60,200