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Senior Administrative Coordinator

2 months ago

Houston, Texas, United States MD Anderson Center Full time
Job Summary

The Senior Administrative Coordinator will provide highly responsible administrative support to the Clinical Infrastructure Department, specifically the Clinical Capital Portfolio Management team. This role involves performing complex administrative and secretarial duties that require problem-solving, reasoning, independent decision-making, analyzing, planning, and communicating orally and in writing, impacting departmental efficiency and productivity.

Key Responsibilities
  • Coordinates daily administrative aspects of the workflow and ensures timely completion for senior leadership, including maintaining daily calendars, scheduling meetings, preparing and distributing agendas and minutes, and assisting with preparation of professional quality presentations.
  • Works proactively to anticipate and prepare materials needed for meetings, appointments, correspondence, telephone calls, and teleconferences, and follows up on calendaring and outstanding issues.
  • Coordinates conference and travel activities, including registration, lodging, and airline reservations, ensuring compliance with state and institutional regulations.
  • Collects receipts, completes expense reports, and submits accurate and timely travel reimbursements according to departmental and institutional travel procedures.
  • Prioritizes work appropriately based on importance and deadlines.
  • Facilitates resolution of matters requiring senior leadership's attention, assesses inquiries directed to the Clinical Infrastructure leadership team, and determines the proper course of action.
Departmental Activities
  • Attends and coordinates various institutional meetings as necessary, handles associated logistics, and records, prepares, and distributes meeting agendas and minutes.
  • Manages office inventory, including maintaining Asset Management documentation and Computer Equipment Management System (CEMS) to comply with institutional guidelines.
  • Facilitates and oversees all aspects of the Clinical Infrastructure office events, including communication, invitations, catering, room reservations, decorations, setup, and take-down.
  • Provides ePAF facilitation and approvals under the direction of senior leadership.
  • Maintains financial records as directed, monitors and reconciles chartfield string activity, and ensures all purchases are justified and within institutional and departmental guidelines.
  • Serves as Kronos timekeeper and maintains departmental personnel files in compliance with Joint Commission standards.
Requirements
  • High school diploma or equivalent required; five years of administrative/secretarial experience preferred.
  • Associate's or Bachelor's degree preferred.
  • Must pass pre-employment skills test as required and administered by Human Resources.
Equal Employment Opportunity

The University of Texas MD Anderson Cancer Center is an equal employment opportunity employer and does not discriminate on the basis of 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.