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Job Information

MD Anderson Cancer Center Senior Administrative Assistant in Houston, Texas

Senior Administrative Assistant

From caring for patients to conducting clinical and translational research, the Lymphoma and Myeloma department is one of the largest multidisciplinary programs treating these cancers of the blood in the U.S.

Job Functions

Mantle Cell Lymphoma

Administration (60%)

  1. Performs a complex set of administrative duties and create/update calendar for faculty. Make virtual arrangements as required.

  2. Be able to swiftly reschedule and retool faculty's schedule to address institutional policies and in response to any emergencies.

  3. Organizes Program-related meetings and provide logistical support for meetings/conferences.

  4. Takes charge of travel arrangements of faculty(s): coordinate travel schedules, confirm reservations, prepare travel reimbursements, perform necessary calculations and generate check requests, and travel accounts.

  5. Monitors and submits expenses on behalf of Faculty to include expense reports, travel reimbursements and purchase orders.

  6. Independently coordinate, track, and process all types of domestic/international leave requests (EXT, PTO, AB4, etc.) utilizing WebSchedule and Concur in an accurate and timely manner to ensure documents are approved prior to start of leave.

  7. Coordinate with faculty's PSC to ensure clinic is blocked on dates faculty is absent and provide coverage as needed.

  8. Independently plan and manage work schedule and deadlines.

  9. Maintains faculty(s) CV and Biosketch in appropriate institutional format (FIS) on the network and an external copy.

  10. Prepares DocuSign to obtain signatures for various documents and sending to respective parties.

  11. Transcribe oral dictation consisting of letters, reports, and meeting minutes.

  12. Ensure timely response of accepting/declining manuscript reviews and submission of accepted reviews.

  13. Assists faculty(s) with presentation and posters for meetings as needed.

  14. Composes formal and informal correspondence. Create and format PowerPoint slides for faculty as needed.

  15. Must clearly write and/or clearly communicate verbally person-to-person or over the phone.

  16. Accurately complete the typing and/or processing of check requests, travel requests, print shop requests, order forms requisitions (i.e. ready for authorized signature).

  17. Must maintain log and utilize a follow-up tracking system so that accurate and up-to-date project status (completion or delays) can be communicated to originator and supervisor when requested.

Social Media Management (10%)

  1. On a daily basis, provide a novel basic science manuscript published within the past 3 months and tweet this article using the faculty's MD Anderson approved twitter account.

  2. Coordinate with Public Relations department to ensure interviews and media request are compliant with institutional policies prior to the event date.

MCL Clinical Research Coordination (30%)

  1. Coordinates weekly clinical research meetings, prepares meeting agenda, takes attendance and meeting minutes, and distributes meeting minutes.

  2. Coordinates monthly Rare Disease Section meeting, prepares meeting agenda, takes attendance and meeting minutes, and distributes meeting minutes.

  3. Ensures all action items are delivered and updates the meeting minutes.

  4. Coordinates all internal and external conferences and seminars as requested by Faculty.

  5. Orders office supplies as requested.

  6. Prepares airbill to ship drugs to patients as requested by Research Nurse. Maintains a log of which protocol, amount, and date.

Other Duties as Assigned

Education Required: High school diploma or equivalent.

Experience Required: 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.

Experience Preferred: Working with faculty and in an academic medical center.

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: 136740

  • Employment Status: Full-Time

  • Employee Status: Regular

  • FLSA: exempt and not eligible for overtime pay

  • Work Week: Days

  • Fund Type: Soft

  • Pivotal Position: No

  • Minimum Salary: US Dollar (USD) 38,800

  • Midpoint Salary: US Dollar (USD) 49,500

  • Maximum Salary : US Dollar (USD) 60,200

  • Science Jobs: No

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