Job Abstract

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 primary purpose of the Senior Administrative Assistant position is to provide complex and professional senior administrative support for assigned faculty and staff in the Abdominal Imaging Department. This position is responsible for multiple senior administrative duties (including confidential material) that require a high level of organization, resourcefulness, independent judgment, responsibility, and good interpersonal skills. The person will need to display initiative, the ability to handle multiple projects simultaneously and work as a team player. This position is required to interface with all other staff in the Division, as well as personnel at all levels in other departments throughout UTMDACC, as well as visitors/vendors from outside of UTMDACC.

JOB SPECIFIC COMPETENCIES

Clerical Support Performs complex administrative and secretarial duties requiring independent judgment and decision-making within institutional guidelines.

Assists in administering/coordinating the preparation of grant proposals and contractual agreements as required. Assist in the preparation of funding applications, budget projects and appropriate justifications.

Manages calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Process accurate and timely expense reports to ensure that faculty or administrative members are reimbursed promptly. Completes and submits accurate and timely leave forms to ensure documents are approved prior to date of leave; verifies with timekeeper that information is correctly entered.

Maintains electronic calendar for assigned faculty/administrator using appropriate software; generates daily printed calendar; makes, changes, and cancels appointments as required; provides up-to-date information. Ensures that faculty members or administrator receive appropriate and timely reminders of appointments.

Composes and types memos, letters, and reports as requested. 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.

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 institutional courier deliveries. Sorts and distributes mail in timely fashion.

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.

Faculty/Administrator/Staff Support Participates in the submission of grants.

Prepares and processes the DI Ordering Template and enters a copy of the purchase requisition in a departmental database. Backup documentation of any purchases or expenditures must be filed in a designated binder/file for account reconciliation purposes.

Assists with coordinating meetings, lectures and the clinical schedule. Ensures each faculty member has clean lab coats which will require both delivery and pick up.

Maintains and manages faculty CVs and NIH biosketches or equivalent for administrators in the appropriate institutional format using the FIS or equivalent database. Edits and proofreads documents for errors and inconsistencies. Responsible for updating each faculty member's FIS or administrators' information on a monthly basis no later than the last day of each month.

Within FIS, or equivalent system for administrator, 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.

Logs and reviews expenditures on individual PRS Development spreadsheets.

Composes correspondence.

Ordering & Reimbursement Reconciles assigned departmental accounts.

Be proactive in problem solution.

Creates/submits electronic check requests or Concur reimbursements. Creates and submits complete and accurate requisitions for issuance of purchase orders utilizing the DI Ordering Template. Posts and tracks expenses to the appropriate accounting spreadsheet.

Organizes and maintains inventory of supplies in stock and submits 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.

Departmental Support 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.

Coordinates or participates in the space survey.

Responsible for coordination of personnel (faculty & staff) office relocation as needed under the supervision of the immediate
supervisor.

Meets deadlines, 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. Performs mathematical computations and utilizes spreadsheets. Participates in process improvement. Completes CME applications and recertification paperwork.

Other duties as assigned