What are the responsibilities and job description for the Sr Administrative Assistant - Radiation Oncology Department position at MD Anderson Center?
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.
The primary purpose of the Senior Administrative Assistant position is to assist with administrative activities to impact section and departmental efficiency and productivity. Performs administrative tasks identified by the Supervisor, Administrative Support. Performs complex administrative duties. Composes formal and informal correspondence. Creates and formats presentations. Coordinates departmental meetings, agenda preparation, presentations, and minutes. This includes both onsite and virtual meeting setup, preparation, and facilitation. Various administrative tasks as requested by the department. Responsible for departmental purchasing. Develops and determines priorities and monitors the status of special projects. Special projects include planning and implementing information systems and / or grant and contract preparations. Assists in strategic planning for the department.
JOB SPECIFIC COMPETENCIES
DOCUMENTATION
Processes licensing applications and renewals as required.
Maintains Continuing Medical Education Credits (CME). Tracking attendance for Department Quality Assurance and Planning clinic meetings. Maintains documentation to ensure AMA Category 1 compliance.
Responsible for general assignments and projects related to department-specific programs.
Attends program meetings, preparing needed information for dissemination and review. Follows up with meeting attendees to ensure action items have been completed and initiated as required.
Prepares minutes for meetings, conferences, and program support.
CALENDAR MANAGEMENT
Maintains faculty / staff requests for time off and clinic coverage via myHR and Outlook service calendars for vacation, sick leave, and absences.
Manages faculty calendars.
Collaborates with clinic staff to maintain HDR and OR schedules and coverage.
Responsible for departmental timekeeping via Kronos and myHR Calendar.
Schedules meetings, classes, symposiums, and conferences.
Schedules seminars and workshops. Arranges events at the institutional level. Includes writing seminar announcements, planning advertising, and visitor travel.
SECTION OPERATIONS
Assists the administrative efforts of the Gynecology Section operations in various locations.
Responsible for projects as assigned by Supervisor.
Responsible for attending and successfully completing educational courses as assigned by Supervisor.
May mentor new support staff during their first six months. Update faculty Websites monthly.
BUSINESS DEVELOPMENT
Assists in general responsibilities, policy creation, training, research, and business management as it relates to successful program coordination.
Assists Cancer Network Associate Program Manager with Cancer Network Quality Assurance calls, ECHO sessions, and support of Cancer Network Director.
FINANCE AND TRAVEL
Responsible for coordinating financial and service arrangements.
Posts and tracks fiscal expenditures for PRS and funds and grant cost centers. Monitors expenses to ensure cost centers are not over-expended. Must comply with policies and procedures for various funding sources when processing reimbursements and travel.
Other duties as assigned
Education
Required : High school diploma or equivalent.
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. Must pass pre-employment skills test as required and administered by Human Resources.
Preferred : Experience in managing the calendars of executive leaders.
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.
