MD Anderson Cancer Center Sr. Administrative Assistant - Nuclear Medicine in Houston, Texas
The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2017 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.
The primary purpose of the Sr. Administrative Assistant position is to perform complex administrative and secretarial duties providing support to faculty and departmental activities within the Department of Nuclear Medicine.
Salary range: Min $38,800 - Mid $49,500 - Max $60,200
JOB SPECIFIC COMPETENCIES
• Manages calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Processes accurate and timely travel expense reports to ensure that faculty members are reimbursed promptly. Submits accurate and timely leave requests to ensure submissions are approved prior to date of leave. Verifies with time keeper that information is correctly entered.
• Maintains electronic calendar for assigned faculty using appropriate software; makes, changes, and cancels appointments as required; provides up-to-date information. Ensures that faculty members receive appropriate and timely reminders of appointments.
• Composes and types memos, letters, and reports. Types and/or edits abstracts, manuscripts, grants, and other complex documents according to specific formats. Transcribes meeting minutes, manuscripts, articles, article reviews and other documents as requested. Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system.
• Distribute and collect radiation safety badges
• Daily cleaning of the kitchen/workroom to include wiping countertops, stocking coffee supplies, making/cleaning coffee, stocking the copier and printers with ink or paper
• Monitor the reading rooms for basic supplies and tidy the area as necessary
• Provides telephone coverage, answering calls in a clear, pleasant and understandable manner. Screens calls and directs as appropriate in a polite and professional manner. Responds helpfully to callers' inquiries; promptly communicates accurate and complete messages.
• Takes/retrieves packages and mail, including but not limited to UPS, FedEx, Airborne, USPS priority and courier deliveries. Sorts and distributes in timely fashion. Check the unit mailbox and deliver to the appropriate people daily.
• Interfaces with the information systems support group to resolve computer hardware and software problems within the department.
• Type and self-correct correspondence resulting in 95%+ on second draft.
• Update copier user access
• Performs complex administrative and secretarial duties requiring independent judgment and decision making within guidelines.
• Assists in administering/coordinating the preparation of grant proposals and contractual agreements as required.
• Assist in the preparation of funding applications, budget projections and appropriate justifications.
• Ensure the information posted on Sharepoint and the Nuclear Medicine intranet page is current
•Provide assistance to the Section Chiefs, which includes support for Section meetings, collection of agenda items, transcription of minutes, assistance in planning and running QA meetings, screening calls or inquiries and ensuring reported issues are addressed.
Assists with coordinating meetings, lectures, and clinical schedule.
•Ensures each faculty member has clean lab coats which will involve delivery and pick up.
•Maintains and manages faculty CVs and NIH biosketches in the appropriate institutional format using the FIS database. Edits and proofreads documents for errors and consistencies. Responsible for updating each faculty member's FIS information on a monthly basis and by the last day of each month. Within FIS, responsible for manually selecting the author position, manually inputting the journal impact factor, and manually selecting the output editor.
•Maintains and keeps track of professional licensure and membership renewal dates on an on-going basis.
•Reviews expenditures on individual PRS development spreadsheets.
•Participates in the submission of grants and contract
• Update FRP spreadsheets and review with faculty quarterly
• Complete re-credentialing submissions
• Coordinate training schedules/shadowing for faculty related to PET Trainee Readers, MIM updates, and DXA
• Provide support for Visiting Scientists and guests
• Assists faculty with the submission of protocols within PDOL. Enters, completes, and submits protocol continuing reviews for all Departmental faculty. Runs reports from CORE to update protocol information and disseminates information to administrative staff.
ORDERING, REIMBURSEMENT & DEPARTMENTAL SUPPORT
•Creates/submits electronic check requests.
• Serves as the primary coordinator Departmental Order Operator within Resource One for supply orders. Keeps basic office supplies and coffee/drinks in stock for the Department's use.
•Creates and submits complete and accurate requisitions for issuance of purchase orders utilizing the DI Ordering Template. Submits purchases for funding pre-approval, and provides a copy of the purchase requisition to the department accountant for the departmental database.
•Posts and tracks expenses to the appropriate accounting spreadsheet.
•Organizes and maintains inventory of supplies in stock and submit requests for new office supply orders when appropriate. Orders office supplies as needed. Evaluates and recommends purchases of office supplies/equipment for departmental clinical and/or research operations
•Logs and reviews expenditures of assigned physicians/departmental funding and provide documentation as needed for the monthly reconciliation reports.
•Reconciles assigned departmental accounts.
•Be proactive in problem solution.
•Follows established department, division, and institutional guidelines.
•Impacts departmental efficiency and productivity by supporting faculty and administrative staff within the department.
•Serves as one of the primary timekeepers within Kronos
•Completes CME applications and recertification paperwork
•This position supports departmental faculty and/or staff within the department and spends the majority of the time on project coordination and related functions.
•Gathers facts and uses independent judgment to determine appropriate solutions.
•Performs mathematical computations and utilizes spreadsheets.
•Participate in process improvement
•Coordinates space survey
•Responsible for the coordination of personnel (faculty and staff) relocation as needed under the supervision of the immediate supervisor.
OTHER DUTIES AS ASSIGNED
•Serves as the primary timekeeper for the Department. Distributes Kronos reports to employees as needed. Audits Kronos and OpenTempo reports for accuracy and ensures information is accurate across the two databases.
• Backup editor for the clinic schedule
• Backup for Discover applications and the visitor appointment process
• Attend Pickens Tower Owners meetings and update staff as needed
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.
Preferred: Five years administrative experience at MD Anderson Cancer Center.
Experience supporting faculty.
Other: 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