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MD Anderson Cancer Center Sr Administrative Assistant - Critical Care Medicine (8am-5pm) in Houston, Texas

Sr. Administrative Assistant opportunity in the Critical Care Medicine Department. The ideal candidate will have five years of administrative/secretarial experience. With preferred degree, one year of required experience. Seeking candidates with the ability to support multiple people, possess extensive scheduling/calendar management skills, detail oriented, ability to follow instructions, strong written and verbal skills and multi-tasking experience are preferred. Bilingual Spanish is preferred.

Shift: Monday - Friday 8:00am - 5:00pm

Critical Care Deputy Chair/ICU Medical Director Support and additional Faculty Support (90%) : Provides direct support and coordination of support for all activities pertaining to Deputy Chair of Critical Care/ICU Medical Director, including but not limited to:

Responsible for Critical Care Deputy Chair/ICU Medical Director outreach projects and communicates on his behalf with his international organizations. Translates Spanish to English and English to Spanish on all written documentation. Coordinates and oversees the annual ONCCC-R-NET Symposiums.

Responsible for attending faculty committee meetings. Prepares meeting agendas and coordinates all presentation materials; Accurately transcribes and disseminates all meeting minutes within 48 hours.

Completes monthly CV updates as identified or requested by faculty via FIS entry, including editing/proofreading and routine downloads from PubMed. Coordinates all aspects of manuscripts, abstracts and presentations, including poster presentations, to ensure deadlines are met; Types, proofreads, edits and formats all documents to achieve error-free output.

Manages calendar and appropriately communicates any date and time conflicts, emails confirmation of completed requests, consistently communicates meeting reminders, per faculty's preference, and ensures all routine departmental, divisional and institutional meetings are accurately scheduled or rescheduled. Updates PTO Log with 90% accuracy.

Manages faculty license/certification renewals and medical/specialty society dues/applications; Emails current license/certification certificates to the Medical Staff Office and the Chair's EA.

Monitors assigned faculty's off-site agreements for yearly inventory; Assists inventory personnel with scanning the faculty's equipment.

Partners with DACC Concur Travel Coordinator to coordinate faculty travel plans and reimbursements via Concur including, but not limited to, meeting registration, hotel, car rental and airfare; Creates all documents needed for business travel (agendas, hotel confirmations, airfare confirmations, registration confirmations, envelope to organize receipts, etc.).

Accurately logs faculty PRS development fund expenses on PRS Log with 90% accuracy.

PRS development fund

Ensures expenses are correct and in line with PRS Guidelines and the Institution's financial stewardship requirements. Accurately logs faculty expenses on PRS Log with 90% accuracy.

Critical Care Medicine's website (5%)

Responsible for website updates and maintenance

Ensures website is compliant with Institutional guidelines

Updates website with employees who onboard and leave the department

Update departmental committee information, etc.

Other duties as assigned (5%)

Back-up front desk coverage

Back-up Critical Care administrative support staff

Back-up Critical Care mail delivery and other miscellaneous "housekeeping" items.

EDUCATION

Required: High school diploma or equivalent

Preferred: Bachelor's degree

EXPERIENCE

Required: Five years of administrative/secretarial experience. With preferred degree, one year of required experience.

Preferred: None

LICENSURE/CERTIFICATION

Required: None

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

Additional Information

  • Requisition ID: 141011

  • 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

  • Science Jobs: No

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