Senior Administrative Assistant - Dept of Radiation Physics - MD Anderson
Houston, TX
About the Job
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 2018 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.
The primary purpose of this position is to perform complex administrative activities to support departmental operations and provide advanced level administrative and secretarial support. Performs administrative tasks identified by the Supervisor; requires independent judgment and initiative. Must have excellent verbal and written communication skills to effectively communicate with all levels of staff, patients and visitors. Requires strong organizational skills with the ability to multi-task. Must be able to work independently with minimum supervision under stressful conditions periodically.
JOB SPECIFIC COMPETENCIES
Calendar Management
Department Operations /Coordinate Projects
Performs daily mail runs by distributing mail on designated days to the appropriate areas for the department. Not to exceed the limit of 5 to 10 lbs.
Maintain the collection, delivery and distribution of lab coats to the appropriate area for the Faculty and Professional staff.
Provide front desk coverage for the Divison when needed, as well as fellow co-workers.
Interact appropriately with all levels of Faculty, Professional staff and co-workers.
Works willingly in an isolated area without direct supervision, using
highly developed communication skills in a professional manner, including verbal and written.
Finance and Grants
Processes and tracks departmental purchases requisitions and maintains department/divisional supply inventory.
Monitor all spending, advise which accounts to use for allowable expenses.
Maintain accurate records and free balances of accounts for comparison to financial reports and monthly reconciliation.
Review monthly financial reports from accounting for accuracy.
Ensure any discrepancies are resolved.
Travel
Coordinates travel for staff including registrations, hotel accommodations and transportation.
Collects receipts, completes and submits travel reimbursements according to Institutional travel policies.
Coordinates a high volume of domestic and international travel many with multi-destinations per trip.
Obtains Visa's and Passport renewals when applicable.
Assists with faculty and professional staff recruitment visits.
May assist with annual conference travel to support clinical and research support staff, to include registration, lodging, and expenditure reimbursements.
Website Maintenance for the Division of Radiation Oncology
Other duties as assigned
Education
Required: High school diploma or equivalent.
Experience
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.
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
Additional Information
#LI-Hybrid
The primary purpose of this position is to perform complex administrative activities to support departmental operations and provide advanced level administrative and secretarial support. Performs administrative tasks identified by the Supervisor; requires independent judgment and initiative. Must have excellent verbal and written communication skills to effectively communicate with all levels of staff, patients and visitors. Requires strong organizational skills with the ability to multi-task. Must be able to work independently with minimum supervision under stressful conditions periodically.
JOB SPECIFIC COMPETENCIES
Calendar Management
- Coordinate meetings with multiple attendees.
- Maintain faculty and professional staff requests for time off and clinic coverage via HR Outlook Service calendar for vacation, sick leave and other absences.
- Provide program support to include scheduling and coordinating high attendance events, scheduling meetings, classes, seminars, symposiums, conferences and workshops. This includes writing seminar announcements planning advertising, and preparing visitor travel.
- Also, included but not limited to Advertising, arranging catering, distribution of packets and visitor information.
Department Operations /Coordinate Projects
Performs daily mail runs by distributing mail on designated days to the appropriate areas for the department. Not to exceed the limit of 5 to 10 lbs.
Maintain the collection, delivery and distribution of lab coats to the appropriate area for the Faculty and Professional staff.
Provide front desk coverage for the Divison when needed, as well as fellow co-workers.
Interact appropriately with all levels of Faculty, Professional staff and co-workers.
Works willingly in an isolated area without direct supervision, using
highly developed communication skills in a professional manner, including verbal and written.
- Operates all standard office machines, including poster printing for the department for upcoming Seminars or other notifications.
- May schedule classes for Faculty with educational responsibilities.
- Expected to attend all scheduled meetings.
- May mentor new Support Staff during their first six months within the department.
- Spends a large percentage of time on project coordination and related functions often of a confidential nature requiring considerable exercise of independent judgement, initiative, and knowledge of institutional administrative policies and procedures.
- Has excellent detail orientation, good written and verbal communication skills, and excellent interpersonal skills.
- Uses independent judgment and complex analysis to gather facts and determine appropriate solutions generally based on past experience and department practice.
- Keeps accurate records of all deadlines and status of progress and keep management informed of issues.
Finance and Grants
Processes and tracks departmental purchases requisitions and maintains department/divisional supply inventory.
Monitor all spending, advise which accounts to use for allowable expenses.
Maintain accurate records and free balances of accounts for comparison to financial reports and monthly reconciliation.
Review monthly financial reports from accounting for accuracy.
Ensure any discrepancies are resolved.
Travel
Coordinates travel for staff including registrations, hotel accommodations and transportation.
Collects receipts, completes and submits travel reimbursements according to Institutional travel policies.
Coordinates a high volume of domestic and international travel many with multi-destinations per trip.
Obtains Visa's and Passport renewals when applicable.
Assists with faculty and professional staff recruitment visits.
May assist with annual conference travel to support clinical and research support staff, to include registration, lodging, and expenditure reimbursements.
Website Maintenance for the Division of Radiation Oncology
- Works with supervisor to update departmental intranet and internet information as needed.
- Ensures all information concerning the Division of Radiation Oncology is updated routinely on faculty/professional staff, policies and procedures, organization charts, by weekly updates provided by department and division leadership.
Other duties as assigned
Education
Required: High school diploma or equivalent.
Experience
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.
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
Additional Information
- Requisition ID: 170589
- 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: No
#LI-Hybrid
Source : MD Anderson