The Sr. Administrative Assistant position's main purpose is to coordinate and manage the schedules for the leadership of Division of Diagnostic Imaging. This role will perform administrative assistant duties for the Division Administrator, Director of Operations, Director of Research Administration/ Finance, Administrative Director of Operations and Project Managers. The Sr. Administrative Assistant will provide back-up support for Sr. Executive Assistant for the Division Head and Executive Assi... more details
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.
Ideal candidate will have extensive administrative assistant experience. Will have extensive experience working with senior level leadership.Will have extensive experience with the MS Office suite (MS Word, Excel, PowerPoint).Will have problem solving skills, able to multi-task and prioritize. Must be accustomed to a fast-paced environment.Will have excellent written and verbal communication skills.
Summary
The Sr. Administrative Assistant position’s main purpose is to coordinate and manage the schedules for the leadership of Division of Diagnostic Imaging. This role will perform administrative assistant duties for the Division Administrator, Director of Operations, Director of Research Administration/Finance, Administrative Director of Operations and Project Managers. The Sr. Administrative Assistant will provide back-up support for Sr. Executive Assistant for the Division Head and Executive Assistant for Deputy Division Head of Operations. Additionally, this role will provide administrative support for other select high profile/high impact divisional initiatives. This role will also be the administrative interface to institutional c-suite leadership personnel.
JOB SPECIFIC COMPETENCIES
Provides direct administrative support to a highly productive Division Administrator, Director of Operations, Director of Research Administration/Finance and Administrative Director and Project Managers.
· Coordinates, organizes, and carries out the day-to-day activities of the office, spending the majority of time on administrative support for assigned leaders and applying institutional policies.
· Maintains daily calendar of appointments and events.
· Composes and edits correspondence and other documents
· Responsible for PowerPoint presentations and Excel spreadsheets for projects as assigned by manager.
· Assists in asset inventory and tracking division assets.
Coordinates Travel arrangements and expense reimbursements
· Makes travel arrangements, applying both institutional and departmental policies.
· Prepares reimbursements for travel for assigned leaders.
· Arranges conferences according to division specifications, including booking rooms, catering, and equipment.
Weekly Timekeeping Activity for the Division of DI
· Performs the weekly administrative timekeeping functions for the division including Kronos timekeeper, time-off calendar administration.
Fiscal Activity and Financial Reporting
· Prepares purchase requisitions as required for the procurement of items requested by the division in accordance with the Institution’s purchasing guidelines.
· Track and maintain division leaders’ expenditures.
Other duties as assigned.
REQUIREMENTS
Education Required: High school diploma or equivalent. Education Preferred: Associate's degree Experience Required: Five years of administrative/secretarial experience. Experience Preferred: with Associate's degree, three years of required experience and with preferred Bachelor's degree, one year of required experience.
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
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