Administrative Assistant - GI Medical Oncology

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 Administrative Assistant position coordinates administrative duties for assigned physicians and their clinical and laboratory staff for the GI Medical Oncology department. The individual must be able to adapt to constantly changing demands of the institution and the department. In addition to being flexible to take on new tasks and excel at multi-tasking. Excellent organizational skills, attention to detail and time management are essential qualifications to determine the success of this position.

JOB SPECIFIC COMPETENCIES

Administrative Support to Faculty 60%

• Provide comprehensive administrative support to designated faculty members and departmental representatives. 
• Execute intricate administrative tasks, including word processing, presentation creation, document composition, editing, and meticulous proofreading. 
• Oversee various office operations, including phone management, faxing, photocopying, filing, mail distribution, and the coordination of onboarding logistics for new hires. 
• Create both formal and informal correspondence, format presentations, and maintain confidential office records with precision. 
• Ensure the punctual submission of required reports and assignments, in accordance with faculty and immediate supervisor directives. 
• Generate, update, and refine Curriculum Vitae, biosketches, and reference materials using the myCV and SciENcv database. 
• Facilitate the accurate processing of leave and extramural requests for faculty and staff prior to their travel. 
• Manage meeting requests, including confirming conference room reservations, arranging AV setup, preparing agendas, printing handouts, and coordinating catering arrangements. 
• Demonstrate exemplary phone etiquette while handling calls on behalf of faculty and designated personnel. 
• Skillfully organize faculty-led conferences, workshops, and special projects. 
• Submit clinic block requests to optimize scheduling. 
• Exercise discretion, independent judgment, and analytical thinking when addressing routine clerical duties. 
• Foster productive relationships with faculty, staff, supervisors, and the public. 
• Uphold professionalism, effective communication, a customer-centric approach, and courteous correspondence etiquette. 
• Proficiently navigate Microsoft Office suite, institutional systems, and related software applications. 
• Provide comprehensive administrative assistance, including supporting laboratory and clinical staff under the purview of assigned faculty. 
• Coordinate seamless conferences and large-scale events, compose correspondence, manage calendars, schedule meetings, and arrange catering and venues. 
• Manage faculty travel logistics, oversee expenses, and maintain accurate extramural leave records in compliance with policy guidelines. 
• Maintain precision in updating faculty profiles, curriculum vitae, publications, and biographical sketches. 
• Exhibit the ability to meet deadlines, prioritize tasks effectively, and manage multiple responsibilities. 
• Review calendars for accuracy and coordinate travel arrangements, which may include preparing itineraries, arranging ground transportation, confirming reservations, requesting agendas, making hotel accommodations, and processing reimbursements. 
• Complete leave requests and extramural spreadsheets in advance of travel leave dates. 

 Administrative Support to Department 25%

• Serve as a backup for departmental responsibilities, such as Kronos timekeeping, inventory monitoring, offsite equipment agreements processing, asset ordering and transfers, key procurement, departmental personnel databases management, upkeep of department photo/email directory, website updates, and restocking of kitchen, paper, toner, and office supplies. 
• Coordinate and execute special functions and events, encompassing both on-site and off-site departmental gatherings, employee recognition programs, and educational initiatives. This involves meticulous planning, logistics coordination, scheduling, facility arrangements, and catering coordination. 
• Collaborate with the IT team to address computer hardware and software issues and manage asset acquisitions. 
• Efficiently manage departmental records, filing rooms, storage areas, and overall tidiness, ensuring adherence to Record Retention Schedule policies. 
• Act as a knowledgeable resource and administrative representative, contributing expertise and support. 
• Cultivate effective relationships with faculty, staff, supervisors, and the public, upholding professionalism and communication excellence. 
• Demonstrate proficient utilization of Microsoft Office suite, institutional systems, and related software tools. 
• Adhere to institutional, departmental, and divisional administration policies, encompassing asset control management, records management, key control, emergency and fire plans, and other pertinent areas. 

Administrative Support for faculty finances 15%

• Process all reimbursements in a timely manner, including calculating expenses, preparing expense reports, and maintaining expenditure tracking logs. 
• Coordinate conference registration fees and membership fees for faculty and other designated individuals. 
• Collaborate with the finance team to ensure timely tracking and provision of supporting documentation for various financial transactions. 
• Monitor faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis. 
• Adhere to funding guidelines, institutional financial policies, and departmental internal controls. 
• Maintain accurate and timely tracking of expenses, income, and projections for company centers, serving as a foundation for financial planning and resource allocation. 
• Manage PRS account expenses for faculty and physician assistants, ensuring compliance with company policies. 
• Provide support to team members as directed, ensuring operational continuity during peak periods or staff absences. 
• Collect, organize, and submit information for departmental reports, facilitating internal and external communication. 
• Organize the RME Conference, coordinating logistics and fostering knowledge exchange. 

Other duties as assigned