Faculty/ Management Support - Provide administrative support to assigned faculty. - Manage faculty calendars while appropriately communicating with faculty of any conflicts. - Maintain current faculty curriculum vitae, biosketch, and other support information within FIS. - Maintain faculty licensing for TMB, DEA, ACLS, BLS and other various memberships as needed. Provide the Medical Staff Office with current licenses and update Outlook licensing calendar and faculty file. - Prepare and coordinat... more details
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 routine administrative duties requiring judgment within general guidelines. This involves problem solving, reasoning, independent decision-making, analyzing, planning and communicating orally and in writing, impacting departmental efficiency and productivity.
KEY FUNCTIONS
Faculty/Management Support
• Provide administrative support to assigned faculty.
• Manage faculty calendars while appropriately communicating with faculty of any conflicts.
• Maintain current faculty curriculum vitae, biosketch, and other support information within FIS.
• Maintain faculty licensing for TMB, DEA, ACLS, BLS and other various memberships as needed. Provide the Medical Staff Office with current licenses and update Outlook licensing calendar and faculty file.
• Prepare and coordinate travel within Concur and ensure timely submission of reimbursements and expense reports. This includes preparation of itinerary and all meetings associated with travel.
• Submit and maintain extramural and PTO leave within WebSchedule.
• Submit blocked clinic requests and coordinate with clinical team to ensure faculty administrative and clinical commitments don’t overlap.
• Assist the grants team with data needed to ensure timely submission of required documents for institutional and governmental grants.
• Provide confirmation of completed requests.
• Compose formal and informal correspondence and documents.
• Create, edit, and format presentations.
• Assist faculty with manuscript submissions according to journal specifications.
Departmental Support
• Provide telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.
• Assist with the departmental mail and email/deliver to appropriate teams.
• Provide administrative support to other department staff as assigned.
• Arrange conferences according to department specifications, including booking rooms, catering, and equipment.
• Prepare Fedex and other courier air bills, schedule package pickup and assist with departmental package distribution.
• Assist the finance team with the reconciliation of faculty PRS related expenses.
• Assist other employees and vendors with directions and locating meetings, etc.
• Assist department with special projects as assigned.
• Assist with general reviewing/formatting various types of documents (letters of recommendation/support, patient letters on institutional letterhead).
Other
• Be able to organize and disseminate information in a clearly understood manner.
• Use independent judgement and complex analysis to gather facts and determine appropriate solutions.
• Process confidential paperwork and maintain various records.
EDUCATION
Required: High school diploma or equivalent.
Preferred: Bachelor’s degree.
EXPERIENCE
Required: Four years of administrative/secretarial experience. With preferred degree, no experience required.
OTHER
Required: 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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