MISSION STATEMENT

The mission of The University of Texas MD 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 Sr. Administrative Assistant position is to provide advanced administrative and organizational support to the faculty of the Department of Imaging Physics. The position requires independent judgment and excellent verbal and written communication skills for effective communication across all levels of staff and visitors. This position performs clerical and administrative support functions, requiring judgment within general guidelines, and assists with activities as directed by the Management Team.

The Sr. Administrative Assistant fosters a service oriented and collegial environment, and is committed to professional growth and contributing to the education of fellow employees, faculty, residents, fellows, graduate research assistants, and visiting colleagues/scientists.

Shift / Hours: Monday - Friday / 8am - 5pm / 100% onsite.

JOB SPECIFIC COMPETENCIES

1. General Admin Support

• Maintains calendar and handles all scheduling and schedule changes as required.

• Coordinates meetings and seminars as assigned, for both in person and virtual events; may serve as meeting secretary ensuring meeting minutes are recorded and filed as applicable.

• Completes and submits accurate and timely leave forms to ensure approval prior to date of leave; tracks and posts extra-mural leave for assigned faculty, in accordance with institution and department policies and procedures; maintains, coordinates, and tracks clinical coverage schedules for assigned sections, using applicable systems such as Outlook/MS Teams/Excel for assigned section(s).

• Coordinates travel arrangements, including divisional approval for international travel; processes accurate and timely travel expense reports, ensuring compliance with institutional guidelines.

• CV data established and managed within institutionally required systems; ensures updates to external faculty profile; ensures certifications and licenses are renewed per applicable schedule.

• Daily administrative support on behalf of faculty correspondence, purchases, lab coats, and other needs that may arise in the course of daily activity.

2. Clerical Support

• Composes and transcribes various documents, manuscripts, and correspondence; according to specific formats.

• Performs mathematical computations and utilizes spreadsheets as applicable.

• Performs advanced edits within Adobe PDF, such as Fill and Signature, Insert and Organize pages.

• Prepares and routes documents for signature, via use of DocuSign, as applicable.

• Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system, in accordance with department policies and procedures, whether electronic or hard copy filing methods.

• Creates and maintains desk manual, to inform temporary or backup support in times of unexpected absence, and to facilitate cross-training within the department.

3. Financial recordkeeping and tracking

• Processes accurate and timely expense reports, and faculty and department purchases, in compliance with institutional and department processing policies; obtains and coordinates required back up documentation authorizing purchases and funding sources, following department record keeping practices and policies;

• Performs account monitoring and expense tracking as part of reconciliation activities for assigned funds such as PRS, endowments, grants, etc.; conducts monthly account reviews to ensure available funds and to avoid potential deficit spending.

4. Departmental Support

• Responds helpfully to inquiries and requests for assistance, at the department, division, and institution levels.

• Mail duties (including FedEx, UPS, and inter-institutional courier); sorted and distributed in timely fashion.

• Participates in and contributes to weekly department huddle topics.

• Serves as one of the primary or back-up timekeepers within Kronos as needed or assigned.

5. Other Duties Contributes as back up to other administrative support and/or the Executive Assistant, due to absence or as assigned; participate in divisional and institutional Service Excellence training and annual refresher course; connect to he MDA mission through divisional and institutional committees and/or events of personal choosing; participates in divisional or institutional duties, as applicable or as assigned by administrative director or department administrator

REQUIREMENTS

Education Required: High school diploma or equivalent.

Preferred Education: Bachelor's Level Degree

Certification: None

Preferred Certification: None

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.

Experience Preferred: Seven years of administrative experience, including five years in a healthcare environment or related field.

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: 173502

• 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: Onsite

• Pivotal Position: No

• Referral Bonus Available?: No

• Relocation Assistance Available?: No

• Science Jobs: No

#LI-Onsite