The primary purpose of the Senior Administrative Assistant position is to perform routine and complex administrative and secretarial duties requiring judgment within general guidelines. This involves problem solving, reasoning, independent decision-making, analyzing, planning and communicating orally and in writing, impacting departmental efficiency and productivity.
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Onsite for the first six months, followed by a transition to a hybrid schedule with two days onsite per week.
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.
KEY FUNCTIONS
Faculty/Management Support
Provide administrative support to assigned faculty.
Provide administrative support to Advanced Practice Providers
Manage faculty calendars while appropriately communicating with faculty of any conflicts.
Maintain current faculty curriculum vitae, biosketch, and other support information within FIS.
Maintain faculty licensing for TMB, DEA, ACLS, BLS and other various memberships as needed. Provide the Medical Staff Office with current licenses and update Outlook licensing calendar and faculty file.
Prepare and coordinate travel within Concur and ensure timely submission of reimbursements and expense reports. This includes preparation of itinerary and all meetings associated with travel.
Submit and maintain extramural and PTO leave within WebSchedule.
Submit blocked clinic requests and coordinate with clinical team to ensure faculty administrative and clinical commitments don't overlap.
Assist the grants team with data needed to ensure timely submission of required documents for institutional and governmental grants.
Provide confirmation of completed requests.
Compose formal and informal correspondence and documents.
Create, edit, and format presentations.
Assist faculty with manuscript submissions according to journal specifications.
Departmental Support
Provide telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.
Assist with orientation and training of new employees.
Assist with the departmental mail and email/deliver to appropriate teams.
Provide administrative support to other department staff as assigned.
Arrange conferences according to department specifications, including booking rooms, catering, and equipment.
Take attendance for weekly in-patient meeting and provide information for Risk Medical Education.
Prepare Fedex and other courier air bills, schedule package pickup and assist with departmental package distribution.
Assist with general reviewing/formatting various @types of documents (letters of recommendation/support, patient letters on institutional letterhead).
Assist the finance team with the reconciliation of faculty PRS related expenses.
Assist other employees and vendors with directions and locating meetings, etc.
Administrative Management / Other
Mentor departmental administrative assistants by guiding their career development and experiential growth opportunities.
Participate in advanced administrative projects as requested.
Assist the Program Coordinator and provide back up support when needed.
Assist in the development and updating of administrative systems, procedures and policies.
Maintain workflow by studying methods and implementing changes where needed.
Be able to organize and disseminate information in a clearly understood manner.
Use independent judgement and complex analysis to gather facts and determine appropriate solutions.
Process confidential paperwork and maintain various records.
EDUCATION:
Required: High School Diploma or Equivalent.
Associate's or Bachelor's degree.
EXPERIENCE:
Required: Five years administrative/secretarial experience. With Associate degree, three years experience. With Bachelor's degree, one year experience.
Preferred: Experience supporting faculty and/or staff.
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: 180599
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
