Job Abstract

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 2022-2023 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.

The primary purpose of the Administrative Assistant position is to perform complex administrative and secretarial duties requiring judgment within general guidelines. Impacts department efficiency and productivity and may support the department chair or physician.

KEY FUNCTIONS

1. Administrative support to assigned faculty.

- Arrange appointments, coordinate travel agendas, prepare travel and reimbursement requests.

- Manage and monitor calendar, travel itineraries, expense reports, and the operation of faculty member’s office, including the coordination of schedules and itineraries for visitors.

- Maintain the most current information pertaining to curriculum vitae in Faculty Information System (FIS), periodical publications, NIH-format Biographical Sketch and Other Support, and PRS account balance.

- Attend meetings, record minutes and distribute, as assigned.

- Assimilate pertinent information in order to compose written correspondence (must have a strong command of the English language, including spelling, writing, and verbalizing) and be able to communicate well verbally and in writing.

- Be able to organize and disseminate information in a clearly understood manner.

- Maintain and improve filing system.

2. Report/presentation preparation

- Gather materials on assigned subjects for use in the preparation of scientific reports, speeches, or articles.

- Ensure the timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process.

- Prepare reports and work out details of presentation.

- Prepare agendas for matters of consideration at meetings.

- Set up and type financial, statistical, and textual reports from worksheets.

- Prepare slide presentations, requiring the use of MS PowerPoint.

- Tran­scribe machine dictation and/or take and transcribe oral dictation consisting of letters, reports, articles, memorandums, and speeches—usually of a medical or related scientific nature.

- Follow up to insure timely completion of assignments.

3. Administrative support for department operations.

– Provide telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.

– Provide administrative support to other department staff, as assigned.

– Correctly complete and route departmental and institutional forms.

- Order supplies in accordance with pre­scribed institutional and department procedures.

- Provide coverage for other support staff in the event of vacation or illness.

- Complete routine institutional forms as needed.

- Assist in developing and maintaining document forms.

- Initiate and assist in scheduling meetings, arrang­ing for conference rooms, and catering.

- Maintain a schedule for use of department equipment, such as laptop computers, for meetings and a process to ensure timely return and the security of the equipment

- Assist with special projects.

- Compose complex correspondence from basic information and route appropriately.

– Assimilate pertinent information in order to compose written correspondence (must have a strong command of the English language, including spelling, writing, and verbalizing) and be able to communicate well verbally and in writing.

– Be able to organize and disseminate information in a clearly understood manner.

– Follow up to insure timely completion of assignments.

– Communicate regularly with department administrator about activities and new developments.

– Be able to respond to and assist other employees, vendors, etc., who require assistance with directions, locating meetings, etc.

– Represent department in a pro­fessional and appropriate manner within institution, as well as externally.

4. Assist assigned faculty with preparation of grants, progress reports, and miscellaneous grant-related activities.

– Obtain up-to-date information from co-investigators and prepare Biographical Sketches.

– Obtain up-to-date information from co-investigators and prepare Other Support.

– Obtain relevant information and prepare Key Personnel reports.

– Prepare agendas for monthly grant meetings.

– Initiate and assist in scheduling grant-related meetings, arranging for conference rooms and catering, as appropriate.

– Distribute agendas and/or meeting minutes to investigators.

5. Other duties, as assigned.

The performance for all expected outcomes is measured by observation by supervisor, reports from faculty and co-workers, the accuracy and timeliness of work produced, and the demonstrated ability to effectively work under stress. The position also requires one to anticipate needs, to recognize situations requiring assistance and have the ability to refer or perform any necessary tasks, and to comprehend the goals of the department/program and take the initiative in making decisions and taking actions to further these goals.

The above functions require the following abilities and skills:

· Ability to practice independently, have strong verbal and written communication skills, organizational and critical judgment skills, and be able to interact effectively with patients and co-workers.

· Strong attention to detail.

· Strong organizational skills.

· Ability to work with personal computers using standard word processing software, spreadsheets, and programs for database and graphics usage.

· Ability to master new software by utilizing available resources (other department personnel, reference manual, taking classes, etc.)

· Operate the facsimile machine and know how to perform routine operator maintenance (i.e., change toner cartridges and drums)

· Operate the photocopier and know how to perform routine operator maintenance (i.e., clear paper jams, load paper and staple cartridges, how to place service calls, etc.)

· Demonstrate proficiency with the telephone system in handling telephone call transfers, conference calls, etc.

· Demonstrate the ability to maintain a satisfactory work environment by organizing and redistributing files, records, etc., requiring bending, stooping, reaching, manual handling, walking, visually inspecting, extended standing, sitting and repetitive motions. May be required to lift up to 15 pounds.

· Requires use of computer via keyboard, and operating facsimile machine, calculator, printer, photocopy machine, etc. Requires the use of push-button, multiple line telephone set. Must be able to master new software by utilizing available resources (other program personnel, reference manual, training classes, etc.)

· Be clearly understood by verbal communication in face-to-face encounters and by telephone.

· Must have strong command of the English language, including spelling, writing, and verbalizing and be able to communicate well verbally and in writing.

Working Conditions

This position requires:

Physical Demands

Indicate the time required to do each of the following physical demands: