What are the responsibilities and job description for the Sr Administrative Assistant - Pediatrics Support Programs position at MD Anderson Cancer Center?
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 assist with complex administrative activities for the Department of Support Programs and the Palliative and Supportive Care Section Chief. This role will collaborate with internal and external representatives to support high-priority initiatives and services. It requires independent judgement, initiative, respect of sensitive issues, and advanced knowledge of administrative procedures.
Ideal Candidate
Will have a bachelor's degree, experience supporting faculty, ability to anticipate needs, professional demeanor and temperament, highly organized. Experience using EndNote is a plus.
Details About The Dept
Department of Support Programs and the Palliative and Supportive Care includes Supportive Care and Integrative Medicine, Arts in Medicine, Special Events, Child Life, School Program. We strive to improve quality of life & minimize suffering for children, adolescents, & young adults with cancer from diagnosis throughout the cancer trajectory. We provide support for their families, and focus on the whole person's mind, body & spirit to support their personal healing journey.
ADMINISTRATIVE DUTIES
Provides clerical and administrative support to Department of Support Programs and the Palliative and Supportive Care Section Chief and relevant initiatives.
Arrange and manage faculty calendar, travel to include all logistics, and reimbursements according to institutional policies and guidelines.
Assist with preparation of presentations, abstracts, posters, protocols, manuscripts.
Meeting coordination including agenda and material preparation and distribution, minutes documentation and distribution, scheduling and set up, catering, expense reimbursement, communication.
Compose correspondence.
Submit and maintain faculty leave requests and leave balances.
Provide administrative support to fellowship program activities to include recruitment, orientation and onboarding processes for incoming and rotating fellows/residents as needed.
Develops priorities and deadlines and monitors status for completion of tasks.
Will use various software systems as needed including Outlook Email, the Microsoft Office Suite, EndNote, Adobe Acrobat, etc. Maintain Faculty CV and Biosketch using the institution system.
Use industry standards as appropriate for NIH biosketch and other external agencies.
Cross train for administrative support in Support Programs and provide back up as needed.
FISCAL ACTIVITY AND FINANCIAL REPORTING
Create, manage, and coordinate Concur authorization requests for travel.
Prepare and submit expense reports and travel reimbursements.
Coordinate approvals from finance team for financial transactions Manage expense reimbursements.
Track and maintain expenditures, balance financial budget activity, and identify potential problems.
Prepares purchase requisitions as required for the procurement of items in accordance with the Institution's purchasing guidelines.
Understand PRS Development Fund guidelines.
Maintain documentation of all expenditures.
INTERNAL AND EXTERNAL COMMUNICATION
Work with Support Programs leadership towards achieving communication strategies that help further awareness and education for services.
Communicate with internal and external stakeholders to arrange business meetings (via zoom, teams and/or in-person), collaboration.
Provide content for programs and products directly related to internal or external audiences.
Manage sensitive information and executive communication issues.
Communicate and work with assigned supervisor to address issues of concern regarding scope of activities and/or identify problems, and report outcomes, whether resolved or not.
Requirements
Education
Required: High school diploma or equivalent.
Preferred: Associate or bachelor's degree
Experience
Required: Five years of administrative/secretarial experience.
Preferred: 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
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 assist with complex administrative activities for the Department of Support Programs and the Palliative and Supportive Care Section Chief. This role will collaborate with internal and external representatives to support high-priority initiatives and services. It requires independent judgement, initiative, respect of sensitive issues, and advanced knowledge of administrative procedures.
Ideal Candidate
Will have a bachelor's degree, experience supporting faculty, ability to anticipate needs, professional demeanor and temperament, highly organized. Experience using EndNote is a plus.
Details About The Dept
Department of Support Programs and the Palliative and Supportive Care includes Supportive Care and Integrative Medicine, Arts in Medicine, Special Events, Child Life, School Program. We strive to improve quality of life & minimize suffering for children, adolescents, & young adults with cancer from diagnosis throughout the cancer trajectory. We provide support for their families, and focus on the whole person's mind, body & spirit to support their personal healing journey.
ADMINISTRATIVE DUTIES
Provides clerical and administrative support to Department of Support Programs and the Palliative and Supportive Care Section Chief and relevant initiatives.
Arrange and manage faculty calendar, travel to include all logistics, and reimbursements according to institutional policies and guidelines.
Assist with preparation of presentations, abstracts, posters, protocols, manuscripts.
Meeting coordination including agenda and material preparation and distribution, minutes documentation and distribution, scheduling and set up, catering, expense reimbursement, communication.
Compose correspondence.
Submit and maintain faculty leave requests and leave balances.
Provide administrative support to fellowship program activities to include recruitment, orientation and onboarding processes for incoming and rotating fellows/residents as needed.
Develops priorities and deadlines and monitors status for completion of tasks.
Will use various software systems as needed including Outlook Email, the Microsoft Office Suite, EndNote, Adobe Acrobat, etc. Maintain Faculty CV and Biosketch using the institution system.
Use industry standards as appropriate for NIH biosketch and other external agencies.
Cross train for administrative support in Support Programs and provide back up as needed.
FISCAL ACTIVITY AND FINANCIAL REPORTING
Create, manage, and coordinate Concur authorization requests for travel.
Prepare and submit expense reports and travel reimbursements.
Coordinate approvals from finance team for financial transactions Manage expense reimbursements.
Track and maintain expenditures, balance financial budget activity, and identify potential problems.
Prepares purchase requisitions as required for the procurement of items in accordance with the Institution's purchasing guidelines.
Understand PRS Development Fund guidelines.
Maintain documentation of all expenditures.
INTERNAL AND EXTERNAL COMMUNICATION
Work with Support Programs leadership towards achieving communication strategies that help further awareness and education for services.
Communicate with internal and external stakeholders to arrange business meetings (via zoom, teams and/or in-person), collaboration.
Provide content for programs and products directly related to internal or external audiences.
Manage sensitive information and executive communication issues.
Communicate and work with assigned supervisor to address issues of concern regarding scope of activities and/or identify problems, and report outcomes, whether resolved or not.
Requirements
Education
Required: High school diploma or equivalent.
Preferred: Associate or bachelor's degree
Experience
Required: Five years of administrative/secretarial experience.
Preferred: 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: 172954
- 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: Soft
- Work Location: Hybrid Onsite/Remote
- Pivotal Position: No
- Referral Bonus Available?: No
- Relocation Assistance Available?: No
- Science Jobs: No
