Administrative Assistant

Company : The University Of Texas Md Anderson Cancer Center

Job Type : Full Time

Houston, Tx

Number of Applicants

:

000+

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Job Description - Administrative Assistant

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. JOB SPECIFIC COMPETENCIES Calendar and Travel Coordination:Maintains assigned faculty calendars/schedules for Program-related appointments, organizes Program-related meetings and provide logistical support for meetings/conferences, takes charge of travel arrangements of Program investigators: coordinate travel schedules, confirm reservations, prepare travel reimbursements, perform necessary calculations and generate check requests, maintains physician development leave and travel accounts, Independently plan and manage work schedule and deadlines.Faculty Web Schedule:Independently coordinate, track, and process all types of domestic/international leave requests (EXT, PTO, AB4, etc.) utilizing WebSchedule and Concur in an accurate and timely manner to ensure documents are approved prior to start of leave. Coordinate with faculty's PSC to ensure clinic is blocked on dates faculty is absent and provide coverage as needed. Organizes meetings/conferences and provide logistical support:Schedule programmatic meetings/conferences assigned to respective faculty to include but not limited to clinical laboratory meetings, research laboratory meetings, committee chair responsibilities, conference chair responsibilities and the like. Ensure meeting is organized and ready for faculty member to conduct meeting/conference as appropriate. Take meeting minutes, distribute minutes and follow-up on action items from the respective meeting/conference. Electronic Document Production:Compose formal and informal correspondence. Perform basic word processing; complete institutional forms according to standards and/or policy. Compile reports. Create slides and overheads. Maintain faculty CV in appropriate institutional format (FIS) on the network. Purchasing/Reimbursement Requests:Completes the typing and/or processing of check requests, travel requests, print shop/purchase requisitions, order forms/requisitions, travel requests/reimbursements (i.e. ready for authorized signature) and evidenced by date of request from supervisor and date of requisition, completes forms for license renewal of assigned physician. Fiscal Coordination:Prepare purchase requisitions as required for the procurement of items requested by assigned Faculty in accordance with the Institution's purchasing guidelines. Monitor and balance company center budget activity as assigned requiring complex account review, tracking and analysis, cost projections, status reports and identification of potential problems. Under the direction of assigned faculty, may prepare funding applications, budget projections and appropriate justifications as part of grant preparation. Prepare and update the faculty expenditures using PRS Development Funds on a weekly basis with monthly reports to Department Administrator. Maintain files of all expenditures. Standard Communication: Must clearly write and/or clearly communicate verbally person-to-person or over the phone. Accurately complete the typing and/or processing of check requests, travel requests, print shop requests, order forms requisitions (i.e. ready for authorized signature). Must maintain log and utilize a follow-up tracking system so that accurate and up-to-date project status (completion or delays) can be communicated to originator and supervisor when requested. Other duties: Serves as back-up to support meetings; departmental conference room scheduling and the like.EDUCATIONRequired:High school diploma or equivalent. Preferred:Bachelor's degree.EXPERIENCERequired:Four years of administrative/secretarial experience. With preferred degree, no experience required. Preferred:Prior experience with calendar management, CV updates, and making travel arrangements.OTHERRequired: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.htmlAdditional Information