MD Anderson Cancer Center Sr Administrative Assistant Health Services Research in Houston, Texas
The primary purpose of the Senior Administrative Assistant position is to support one or more faculty members and/or supervisors by organizing and coordinating assigned activities, and perform varying and extensive complex secretarial duties. The position requires judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills in and outside the department.
Administrative support to assigned faculty:
Performs administrative and secretarial duties in direct support of the assigned faculty members or other designees. Duties include complex administrative responsibilities as well as assisting with meetings, word processing, typing, faxing, photocopying, composing /editing proofreading, answering telephones, maintaining filing system, sorting and distribution of memos and mail, maintaining effective working relationships with faculty, staff, supervisors and the public. Composes formal and informal correspondence, creates and formats presentations, and maintains complex confidential patient and/or general office files. Ensures timely submission of required reports/assignments given by immediate supervisors including department administration. Arranges and maintains complex appointment and calendar schedule for faculty members and/or designees. Schedules meetings, and coordinates meeting set-up which includes coordinating attendees' calendars, preparing agenda, arranging for meeting rooms, catering and equipment. Creates, revises and updates Curriculum Vitae, biosketch, and other support/reference material for assigned faculty members in FIS database. Maintain revisions to professional documents, biographic libraries, and grant-related documentation. Completes and submits accurate leave and extramural requests for assigned faculty members. Coordinates completion of consultant agreements for assigned faculty. Ensures invoice processing is completed quickly and accurately. Works directly with consultant on their invoices until payment is received. Completes forms for license renewals and credentialing process. Completes medical/specialty society applications for faculty.
Fiscal Activity and Purchasing:
Tracks and reconciles faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis. Responsible for the procurement of supplies, services and equipment requested by assigned faculty members in accordance with institutional and departmental procedures and guidelines. Completes check requests, expense requests, purchase requisitions, travel requests and reimbursements in a timely manner. Sets up Purchase Order (PO) accounts for faculty and staff and track activity through to completion and closure of PO account. Responsible for purchasing, tracking, and securing the storage of project incentives such as gift cards. Purchases promotional materials, supplies, and food/catering requests for project group.
Travel and Reimbursements:
Reviews calendars for accuracy to coordinate travel arrangements for assigned faculty members and/or other designees using institutional travel management tools. Arranges airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log of expenditures.
Fund Reconciliation: Perform monthly 100% financial account reconciliations via electronic process for all non-personnel department expenditures using GA6 and ResourceOne. Complete monthly reconciliation for electronic gift card purchases and reconciliation of cards issued per departmental policy. Uses GA6 and ResourceOne systems to compile and format reports, policies, and procedures.
Administrative support for department operatins:
Participate in training of junior administrative support personnel. Provides telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary. Provides coverage for other administrative support staff in their absence. Provides administrative support to other department staff, as assigned. Orders supplies in accordance with departmental and institutional procedures. Assists in scheduling and organizing departmental meetings and functions, including arranging for catering and other logistical support.
Required: High school diploma or equivalent.
Preferred: Bachelor's degree.
Required: Five years of administrative/secretarial experience. With preferred degree, one year of required experience.
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
Requisition ID: 139859
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