Sr Administrative Assistant - Pediatrics Patient Care

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

To provide highly responsible, complex administrative support to clinical or basic science Faculty and / or Administrative Staff. Perform varied extensive administrative and / or secretarial duties within general guidelines requiring considerable exercise of independent judgment, initiative and ability to make decisions relative to the efficient office operation.

JOB SPECIFIC COMPETENCIES

Purchasing / Reimbursement Requests

Process reimbursements, travel requests, purchase requisitions / order. Prepare expense reports for assigned faculty, Department Administrator, outside lecturers and others, as assigned. Communicate project status (completion or delays) to manager as required. Complete license renewals for assigned physician. Completes medical / specialty society applications for assigned staff.

Administrative Operations / Calendar Management

Organize meetings, arranges catering, and provides logistical support for meetings / conferences. This includes coordinating attendees' calendars, typing agenda, scheduling catering, producing flyers, reserving visual / audio materials, etc. Coordinate receptions and annual department celebrations (facilitate site selection, work with caterer in preparation of menu, produce flyers, etc.) Set-up appointments, record pertinent events and functions to calendar. Administratively support the Pediatric Critical Care Unit Faculty. Demonstrate ability to create working teams to share workload as necessary.

Schedule Maintenance

Review and update clinical schedules (WebOncall, AMION) as needed. Ensure the accuracy of the schedules by verifying coverage against Webschedule and Department's resources. Inform the Associate Department Administrator and / or the Operations Manager of discrepancies.

Travel Management

Review calendars for accuracy to coordinate travel arrangements for Pediatric Critical Care Unit Faculty; arrange airfare, ground transportation, confirm reservations, create agendas, prepare itineraries, assist in lodging accommodations, and communicate details. Calculate expenses, prepare expense reports and reimbursement requests, and maintains tracking log of expenditures

Manuscripts / CV / Protocols / Grant Submissions

Maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the institutional information system. Coordinate manuscript / protocol / grant submissions by organizing and compiling required forms, as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attend and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software

REQUIREMENTS

Education Required : High school diploma or equivalent.

Preferred Education : 2 Year College Degree

Certification Required : 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.

Preferred Experience : Experience in a medical or academic environment.

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.