The Administrative Assistant is responsible for performing varied and extensive administrative duties requiring time management, responsiveness, initiative, and independent decision-making within general guidelines. Needs to perform well under pressure, have familiarity with grant submission process, as well as impeccable written and oral skills. Will need to demonstrate excellent interpersonal and communication skills within and outside the department.
The ideal candidate is highly organized and detail-oriented, with proven experience managing complex faculty calendars, coordinating travel arrangements, and completing accurate expense reporting. They are comfortable supporting multiple faculty members across credentialing, academic, and research activities, and can effectively assist with departmental reporting, compliance tracking, and special projects. The ideal candidate is flexible, collaborative, and willing to provide coverage for other administrative staff as needed in a fast paced environment.
MD Anderson offers employees:
Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week.
Group Dental, Vision, Life, AD&D and Disability coverage.
Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals.
Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs.
Tuition Assistance Program after six months of service.
Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans.
Employer paid life, AD&D and an illness-related reduced salary pay program.
Extensive wellness, recognition, fitness, employee health programs and employee resource groups.
Opportunities for professional growth through Career Development Center and Mentoring programs.
DEPARTMENTAL:
Organize and complete all activities, including calendars, meetings, and schedules, as requested by the assigned staff, faculty, and manager. Communicate clearly for scheduling and follow-up of matters. Diplomatically handle problems and questions. Work closely with others to develop efficient systems within the Department to promote a high level of productivity. Organize work and complete projects accurately and in a timely manner.
Proficiently use various institutional systems such as: MS Office, Outlook, SharePoint, Concur, DISCOVER, Slate, FIS, PeopleSoft, Click Grants, Division of Cancer Medicine calendar, and eShipGlobal.
Provide coverage when other departmental staff are away including: answering phones, responding to emails, handling incoming faxes, package delivery, and mail.
Compile various departmental reports as requested such as: faculty awards, monthly faculty activity, publications.
FACULTY:
Serve as administrative support for academic Faculty with extensive duties in the following areas.
Administrative Activities:
Travel arrangements and expense reports prepared timely, utilizing MDACC guidelines.
Leave requests including coverage, department and division level databases, and extramural/vacation balances.
Efficient organization of cost center activity including: check requests, and tracking balances of PRS and gift funds.
General administrative duties (telephone, mail, faxes, filing, ordering supplies, maintaining office environment).
Generate requisitions for purchase orders
Credentialing Activities:
Maintain and update Faculty curriculum vitae using the Faculty Information System (FIS) following institutional and departmental guidelines, as well as faculty requests for different formats.
Maintain all credentialing documentation and license renewals.
Prepare credentialing packages for tenure renewals, promotions, hospital credentialing, and grant submissions, as required.
Academic Activities:
Provide assistance to Faculty in the area of teaching presentations (inside and outside the institution), manuscript development, journal reviews, and committee participation.
Provide assistance to Faculty in reviewing and formatting official letters, emails, and documents.
Patient Activities:
Direct telephone calls and emails to appropriate personnel.
Research Activities:
Provide assistance to Faculty in the area of grant preparation, FReD checklists, biosketches, protocol administration, lab administration, and conflict of interest items.
Provide assistance to Faculty in grant submission, utilizing the Click Grants system.
Special Projects:
Provide assistance to Faculty in any special activity in which they become involved such as lecture series, book writing, and conferences.
Other Duties as Assigned:
Process appointment applications for Faculty, Postdoctoral Fellows, trainees, and students.
Process visa applications for international employees
Provide assistance to Faculty in animal orders
Provide assistance in departmental asset inventory, annually.
EDUCATION:
Required: High School Diploma or Equivalent
Preferred: Associate's Degree or Bachelor's Degree in business or related field.
EXPERIENCE:
Required: Five years administrative/secretarial experience. Three years required experience with Associate's degree. One year required experience with Bachelor's degree.
Preferred: Demonstrated ability to manage complex calendars, schedules, and travel arrangements. Strong proficiency with Microsoft Office Suite.
OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.
The University of Texas MD Anderson Cancer Center offers excellent https://www.utsystem.edu/offices/employee-benefits/ut-retirement-program/voluntary-retirement-programs, tuition benefits, educational opportunities, and individual and team recognition.
This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.
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: 180488
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 45,500
Midpoint Salary: US Dollar (USD) 57,000
Maximum Salary : US Dollar (USD) 68,500
FLSA: non-exempt and eligible for overtime pay
Fund Type: Hard
Work Location: Hybrid Onsite/Remote
Pivotal Position: No
Referral Bonus Available?: No
Relocation Assistance Available?: No
LI-Hybrid
