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Administrative Support Specialist

2 months ago

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

The MD Anderson Center is seeking a highly skilled and experienced Administrative Support Specialist to join our team. As a key member of our administrative staff, you will provide exceptional support to our faculty and staff, ensuring the smooth operation of our department.

Key Responsibilities
  • Calendar Management: Coordinate and arrange meetings, conferences, and visitor itineraries, including reservations, catering, and preparation of conference materials and presentations.
  • Travel Arrangements: Make travel arrangements for faculty and staff, including logistics and creation of travel packets.
  • Expense Reimbursement: Process expense reimbursements and maintain accurate records.
  • Business Meetings: Arrange business meetings via video conferencing and in-person.
  • Mail Distribution: Sort and distribute mail for the department.
  • Administrative Support: Assist the physician team, including residents, nurses, and physician assistants, as needed.
  • Backup Duties: Provide backup support for all administrative staff in the department.
  • Correspondence: Prepare letters, memos, and other business correspondence.
  • Presentations: Assist with PowerPoint presentations.
  • License and Visa Management: Maintain medical license, DEA, Basic Life Saving, and visa information for faculty.
CV Maintenance and Document Production
  • CV Creation: Create and maintain curriculum vitae (CV) in the institutional format, editing and proofreading for errors and consistency.
  • Manuscript Preparation: Assist in the preparation and submission of manuscripts, abstracts, book chapters, and protocols, including setting up monitor meetings and reminders.
  • Document Production: Create and maintain other support documents in the institutional format, editing and proofreading for errors and consistency.
  • NIH Biosketch: Create and maintain NIH biosketch in the NIH format, editing and proofreading for errors and consistency.
  • Public Access Policy: Adhere to the NIH Public Access Policy, ensuring all peer-reviewed articles are deposited in PubMedCentral via the NIH Manuscript System.
  • Author Agreements: Opt-in on author agreements for NIH grant-funded manuscripts to be added to PubMedCentral.
  • Compliance Monitoring: Continuously monitor the compliance status of manuscripts in My NCBI.
PRS/Staff Development Funds and Regulatory Administration
  • Expenditure Processing: Process all expenditures for each faculty member using the departmental database.
  • Transaction Recording: Record all transactions as processed.
  • Reconciliation: Participate in the reconciliation of unidentified charges at least quarterly.
  • Purchase Orders: Create purchase orders for electronics, office needs, publication costs, presentation costs, and guest travel.
Protocol Regulatory Coordination
  • Protocol Preparation: Prepare research-related protocols (pre-clinical, clinical, laboratory, and animal) for review by CRC/IRB/IACUC, including initiation, submission, re-submission, and termination.
  • Protocol Status Updates: Keep assigned faculty informed on the status of each protocol.
  • Protocol Coordination: Assume responsibility for the effective operation of research protocols in collaboration with the principal investigator and the study sponsor.
  • Regulatory Compliance: Understand and adhere to policies and procedures related to the conduct of clinical trials.
Education and Experience

Required:

  • High School Diploma or Equivalent: High school diploma or equivalent.
  • Administrative Experience: 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.

It is the policy of The MD Anderson 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.