Senior Administrative Assistant – GI Medical Oncology in Houston, Texas

Senior Administrative Assistant – GI Medical Oncology

MISSION STATEMENT

The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

SUMMARY

The senior administrative position within the Department of Gastrointestinal Medical Oncology coordinates administrative duties for assigned physicians and their clinical and laboratory staff. The individual must be able to adapt to constantly changing demands of the institution and the department. In addition to being flexible to take on new tasks and competent at multi-tasking. Excellent organizational skills, attention to detail and time management are essential qualifications to determine the success of this position.

JOB SPECIFIC COMPETENCIES

Administrative Support to Faculty 60%

· Provide comprehensive administrative support to designated faculty members and departmental representatives.

· Execute intricate administrative tasks, including word processing, presentation creation, document composition, editing, and meticulous proofreading.

· Oversee various office operations, including phone management, faxing, photocopying, filing, mail distribution, and the coordination of onboarding logistics for new hires.

· Create both formal and informal correspondence, format presentations, and maintain confidential office records with precision.

· Ensure the punctual submission of required reports and assignments, in accordance with faculty and immediate supervisor directives.

· Generate, update, and refine Curriculum Vitae, biosketches, and reference materials using the FIS and SciENcv database.

· Facilitate the accurate processing of leave and extramural requests for faculty and staff prior to their travel.

· Manage meeting requests, including confirming conference room reservations, arranging AV setup, preparing agendas, printing handouts, and coordinating catering arrangements.

· Demonstrate exemplary phone etiquette while handling calls on behalf of faculty and designated personnel.

· Skillfully organize faculty-led conferences, workshops, and special projects.

· Submit clinic block requests to optimize scheduling.

· Exercise discretion, independent judgment, and analytical thinking when addressing routine clerical duties.

· Foster productive relationships with faculty, staff, supervisors, and the public.

· Uphold professionalism, effective communication, a customer-centric approach, and courteous correspondence etiquette.

· Proficiently navigate Microsoft Office suite, institutional systems, and related software applications.

· Provide comprehensive administrative assistance, including supporting laboratory and clinical staff under the purview of assigned faculty.

· Coordinate seamless conferences and large-scale events, compose different correspondence, manage calendars, schedule meetings, and arrange catering and venues.

· Manage faculty travel logistics, oversee expenses, and maintain accurate extramural leave records in compliance with policy guidelines.

· Maintain precision in updating faculty profiles, curriculum vitae, publications, and biographical sketches.

· Demonstrate expertise in advanced-level tasks within institutional systems.

· Exhibit the ability to meet deadlines, prioritize tasks effectively, and manage multiple responsibilities.

· Arrange and manage travel for faculty and other designated personnel using institutional travel management tools promptly and efficiently.

· Review calendars for accuracy and coordinate travel arrangements, which may include preparing itineraries, arranging ground transportation, confirming reservations, requesting agendas, making hotel accommodations, and processing reimbursements.

· Complete leave requests and extramural spreadsheets in advance of travel leave dates.

· Process all reimbursements in a timely manner, including calculating expenses, preparing expense reports, and maintaining expenditure tracking logs.

· Coordinate conference registration fees and membership fees for faculty and other designated individuals.

Administrative Support to Department 20%

· Collaborate with leadership on intricate projects and departmental events.

· Serve as a primary or backup for different departmental responsibilities, such as Kronos timekeeping, inventory monitoring, offsite equipment agreements processing, asset ordering and transfers, key procurement, departmental personnel databases management, upkeep of department photo/email directory, website updates, and restocking of kitchen, paper, toner, and office supplies.

· Coordinate and execute special functions and events, encompassing both on-site and off-site departmental gatherings, employee recognition programs, and educational initiatives. This involves meticulous planning, logistics coordination, scheduling, facility arrangements, and catering coordination.

· Facilitate team-building and human resources activities for the department, including organizing EEE, ELPT, Anderson Award, Food Drive, and other institutional, divisional, and departmental endeavors.

· Oversee the management of departmental conference rooms, encompassing meeting requests, daily calendar printing, and maintenance requests for IT equipment.

· Collaborate with the IT team to address computer hardware and software issues and manage asset acquisitions.

· Contribute to departmental strategic planning and participate in functions such as inventory upkeep and space planning.

· Efficiently manage departmental records, filing rooms, storage areas, and overall tidiness, ensuring adherence to Record Retention Schedule policies.

· Lead the coordination of new employee onboarding procedures, including setting up office space, computer and phone setups, signage and key orders, access approvals, organizational chart updates, and distribution list maintenance.

· Facilitate office relocations, repairs, and furniture adjustments to enhance workspace efficiency.

· Track and process new trainee appointments and re-appointments, including account creation, communication with trainees, document oversight, TAA coordination, approvals, and form completions.

· Act as a knowledgeable resource and administrative representative, contributing expertise and support.

· Assume responsibilities as Emergency plan department officers to ensure preparedness and safety.

· Develop priorities and monitor the progress of special projects to achieve successful outcomes.

· Cultivate effective relationships with faculty, staff, supervisors, and the public, upholding professionalism and communication excellence.

· Demonstrate proficient utilization of Microsoft Office suite, institutional systems, and related software tools.

· Adhere to institutional, departmental, and divisional administration policies, encompassing asset control management, records management, key control, emergency and fire plans, and other pertinent areas.

Administrative Support for faculty and department finances 10%

• Collaborate with the finance team to ensure timely tracking and provision of supporting documentation for various financial transactions.

• Monitor faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis.

• Organize and maintain required documents to track grant and institutional account activity on a monthly basis.

• Utilize financial systems to assist faculty in optimizing financial resources, including purchasing and staff funding decisions.

• Process purchase order (PO) requisitions, ensuring accurate and timely completion and closure of POs.

• Review and close-out open POs on a monthly basis, reporting to the finance team.

• Act as a primary vendor liaison, coordinating purchases and deliveries.

• Adhere to funding guidelines, institutional financial policies, and departmental internal controls.

• Compile comprehensive reports on a monthly, quarterly, and annual basis by gathering data from various sources, providing valuable insights for informed decision-making.

• Maintain accurate and timely tracking of expenses, income, and projections for company centers, serving as a foundation for financial planning and resource allocation.

• Analyze ongoing program finances by monitoring monthly balances, evaluating effectiveness, and identifying optimization opportunities.

• Manage PRS account expenses for faculty and physician assistants, ensuring compliance with company policies.

• Provide support to team members as directed, ensuring operational continuity during peak periods or staff absences.

• Collect, organize, and submit information for departmental reports, facilitating internal and external communication.

• Generate ad hoc reports highlighting clinic activities for strategic decision-making.

• Organize the RME Conference, coordinating logistics and fostering knowledge exchange.

• Assume a leadership role in overseeing departmental duties and coverage schedule, contributing to operational excellence.

Administrative Support for Faculty’s Grant/Research 10%

• Provide valuable assistance in the preparation, formatting, and submission of faculty’s manuscripts, grants, protocols, scientific papers, speeches, articles, and reports.

• Ensure the punctual and precise submission of required documents for manuscripts and grants, proactively tracking stages, alerting investigators, and initiating necessary response processes.

• Expertly compile and organize binders for faculty member’s clinical trials, contributing to streamlined research endeavors.

• Create compelling slide presentations, leveraging MS PowerPoint software, and oversee the necessary administrative procedures for slide manufacturing.

• Collaborate with the Grants Team to facilitate smooth grant submissions, meticulously organizing and compiling requisite forms and sections, as well as securing Other Support and Biographical Sketch pages.

• Maintain an array of professional documents, including other support, biosketch, and CVs, in various formats for faculty members and their collaborators.

• Ensure the accuracy of professional documents, bibliographic libraries, and grant-related records through regular revisions and updates, in close consultation with faculty.

• Diligently curate EndNote or similar reference databases, continually adding new references, revising existing ones, and downloading relevant abstracts.

• Provide valuable support for the development of manuscripts, abstracts, and reports, contributing to the effective communication of research findings.

• Enhance and refine professional documents, bibliographic libraries, and grant-related materials to ensure accuracy and consistency.

• Generate, revise, and maintain Curriculum Vitae, biosketches, and reference materials within relevant databases for faculty members.

• Skillfully manage both formal and informal correspondence, employing adept formatting skills to create impactful presentations tailored to specific needs.

• Uphold the confidentiality and meticulous organization of office files, ensuring efficient retrieval and access.

• Conduct thorough reviews of Conflict of Interest (COI) agreements and other contractual documents, ensuring meticulous alignment with established guidelines.

Other duties as assigned

Education Required – High school diploma or equivalent.

Experinece Required – Five years of administrative/secretarial experience. With preferred Associate’s degree, three years of required experience and with preferred Bachelor’s degree, one year of required experience.

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

Onsite Presence: Hybrid

Additional Information

• Requisition ID: 169679

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 45,000

• Midpoint Salary: US Dollar (USD) 56,500

• Maximum Salary : US Dollar (USD) 68,000

• FLSA: non-exempt and eligible for overtime pay

• Fund Type: Hard

• Work Location: Hybrid Onsite/Remote

• Pivotal Position: No

• Referral Bonus Available?: No

• Relocation Assistance Available?: No

• Science Jobs: Yes

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