Senior Administrative Assistant - Gynecologic Oncology - MD Anderson

JOB SPECIFIC COMPETENCIES

Administrative Support

• Provides administrative support including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, maintaining calendar of assigned faculty and special projects.
• Attends to all travel and travel related follow-up from requesting travel through appropriate channels, to following established procedures for recording absences from clinic through submitting requests for reimbursements.
• Prepares medical photography requests, catering requests, conference service requests, and other institutional forms.
• Prepares and submits Faculty Leave Report and other reports as required/requested.
• Provides patient care support by composing letters and forms, printing clinic and surgery schedules, and handling and redirecting patient calls.
• Creates and formats presentations and posters for faculty, fellows, and other team members.

CV/Journal/Manuscript/Grant

• Requests Updates curriculum vitae and biographical sketches for faculty as required, including current publications, presentations, committee memberships, and awards.
• Maintains current CV's and biographical sketches in Faculty Information System (FIS) for assigned faculty.
• Searches and retrieves journal articles from online databases or MDACC Research Medical Library.
• Orders articles via the Inter-library Request Form (ILLiad).
• Prepares, types, and assembles drafts and manuscripts.
• Submits manuscripts to Scientific Publications for review and editing prior to submitting to journal(s).
• Obtains required signatures and forwards to appropriate institutional departments for approval.
• Types, compiles, and assembles grant applications using appropriate and current forms.
• Verifies accuracy and completeness of text, and budget numbers and ensures that all the necessary forms are accurate, complete, and in the proper sequence.
• Prepares and maintains abstracts and biographical sketches for faculty and other staff as needed for grant submissions and other requests.
• Obtains required signatures from the Surgery Department Administrator, Chairman, and Division Head prior to forwarding the grant to the Office of Research for approval.
• Maintains copy of grant for the faculty file and provides a copy to the accountant for department files.
• Establishes and maintains grant files for new and existing grants/proposals.

Account Reconciliation & Financial Management

• Reviews and reconciles designated grant, research and other company/center accounts belonging to assigned faculty, on a monthly basis, to verify accuracy and to resolve errors.
• Compares company/center report expenses with expense documents received for purchases made or services performed.
• Receives and files expense/supporting documents and company/center reports, in the designated location, as they are received, to ensure that they are accessible when needed.
• Accesses the Financial/Purchasing Database to review and verify encumbered/estimated expenses posted and confirm actual expenses incurred.
• Notifies the Office Manager, Financial Analyst or Operations Manager of any discrepancies and adjustments, as necessary.

Other duties as assigned.

Required Education:

High school diploma or equivalent.

Required Experience:

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.

Preferred Experience:

Administrative support experience, MS Office, excel skills, able to work in a fast pace environment, and strong communication skills are needed.

Work Schedule:

Hybrid Onsite/Remote schedule, two days onsite per week.

Other Requirements:

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: 170968
• 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