Senior Administrative Assistant

1 month ago

Houston, United States MD Anderson Cancer Center Full time
Job functions:

1. Primary Departmental Timekeeper utilizing KRONOS system
2. Provide administrative support for faculty
3. Provide administrative support to Mid-level providers
4. Provide administrative support with the processing of all clinical and educational fellowship and research appointments.
5. Provide back-up phone coverage for the front desk
6. On campus rotation for departmental duties
7. Reconcile per Departmental Guidelines. Maintain files and spreadsheets and monitors all company centers to include grant funds, various donor funds, and start-up funds.
8. Assist faculty with manuscript preparation, including editing and literature searches.
9. Assist faculty in maintaining referral practice by providing professional and supportive assistance to new patients and referring physicians and/or support staff.
10. Transcribe and proofread transcription of letters, grants, abstracts, manuscripts, manuscript reviews, meeting minutes, and patient correspondence.
11. Create graphical slide presentations and posters as requested.
12. Obtain information from Medline and Pub Med Reference Manager Databases used for publication in peer-reviewed journals, books, etc.
13. Maintain calendar for daily schedules, monthly, and yearly commitments and communicate leave time with administration, clinics, mid-level providers, and faculty.
14. Coordinate all travel activities including registration, lodging, airlines reservations, and reimbursements requests utilizing institutional on-line travel data base.
15. Maintain CV to include all presentations and publications authored, committee responsibilities, honors and appointments per institutional guidelines.
16. Assists PI with coordinating aspects of NIH, DOD, internal and external grant submissions/applications, including but not limited to gathering and/or creating of biosketches, providing assistance with budgets as guided by the grant team, and ensuring accuracy of grant prior to submission for grant proposals and sponsored agreements.
17. Participates and assists in the patient care process by handling telephone calls from patients, referring physicians, care centers, new patient referrals, etc. Direct inquires to the proper patient care area.
18. Assist with the screening and interview process for the fellowship program.
19. Facilitate onboarding procedures including processing required visa documents and guiding trainees through GME requirements for graduation.
20. Manage communication with trainees to ensure GME and institutional compliances are met.
21. Assist with setting up, monitoring, and scheduling evaluations, conferences, submitting expense and travel reports.
22. Monitoring all trainees' appointments to ensure their educational, clinical, and research experience opportunities enhance their development and success in the program.
23. Special projects related to GME and accreditation compliances for all education appointments.

Required Education:

High school diploma or equivalent.

Required 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.

Preferred Experience/Skills:

Previous administrative experience including, data entry, timekeeping (Kronos), booking travel, reimbursements, and account reconciliations. Experience working with a high work load and flexible with changes of the department.

Work Schedule:

The work schedule is hybrid onsite/remote which includes two days onsite. If needed, may need to work more days onsite. Flexibility is needed.

Other Requirements:

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.

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