MD Anderson Cancer Center Sr Administrative Asst - Leukemia in Houston, Texas
Sr Administrative Asst - Leukemia
Location: United States, Texas, Houston, Houston (TX Med Ctr) at https://mdanderson.referrals.selectminds.com/jobs/4978/other-jobs-matching/location-only
Admin/Clerical Support at https://mdanderson.referrals.selectminds.com/landingpages/adminclerical-support-opportunities-at-md-anderson-cancer-center-8
Requisition #: 109427
Arranges all aspects of faculty travel. Coordinates and arranges meetings, conferences, visitor itineraries, routine CME conferences, etc. This may include reservations, catering, preparation of conference material and presentations, the preparation of minutes, and CME documentation. Monitor physician schedules and maintain calendars according to faculty preferences. Utilize electronic calendars for faculty and for personal business. Individual faculty may also require a backup or paper calendar. Visitor support can include arranging travel and hotel accommodations as stipulated. Travel documentation should be processed at least two weeks prior to the scheduled trip, 30 days in advance for foreign travel. Reimbursement should be processed in no less than two weeks from the return date. All material should be produced using Microsoft Office Professional applications. Products should be >90% error-free on the first draft, with no repetition of errors in subsequent drafts. Must be able to independently seek information to ensure institutional and other relevant standards are met. Must have strong communication skills and be highly organized.
Type and produce large documents (manuscripts, CVs), correspondence, reports and graphics presentations. Utilize all departmental and institutional standards in the preparation of these documents, and prepare to meet journal-specific requirements for all manuscripts. Maintain the most current information for the faculty curriculum vitae and biographical sketch documents. Correctly utilize the institutional CV format, and the NIH biographical sketch format. Update each as manuscripts are accepted and/or published, invited lectures occur, administrative appointments change, etc. Maintain all medical license and visa information for faculty. Provide updates to the department on all renewals (medical license, DPS and DEA certificates) before expiration of the current license or certificate. Independently compose non-technical emails and written correspondence, including complex correspondence from basic information. All material should be produced using Microsoft Office Professional applications. Products should be >90% error-free on the first draft, with no repetition of errors in subsequent drafts. Must be able to independently seek information to ensure institutional and other relevant standards are met. Must have strong communication skills and be highly organized. Use transcription equipment as required
Travel – Correctly complete data entry into the departmental travel database, and see that the forms are appropriately signed, including coverage and departmental approval at least two weeks prior to the planned trip (30 days for foreign travel). Faculty leave must be recorded on the department’s Lotus Notes Department Calendar and should be up-to-date at all times.
Staff Development Funds – Responsible for processing all expenditures for each faculty member utilizing the departmental database for this purpose. All transactions must be recorded as they are processed, no later than two weeks after the transaction is processed. Participate in the reconciliation of unidentified charges on a quarterly basis as requested.
Monthly Staff Meetings – Regularly attend and participate in the administrative staff meetings which are held monthly on the third Tuesday. This may include the assignment of special projects, or the dissemination of training material to the group as a whole.
Reception Backup – Participates in the backup of the reception desk according to the published schedule, ensures that coverage occurs as scheduled without prompting by the receptionist. Personally arranges for coverage on occasions when the backup commitment cannot be fulfilled. Arrange broad coverage by another administrative support person when any absences are planned, to include direct faculty support, travel, coverage, conferences, etc. Enters absence and coverage information into the department’s administrative e-calendar and WebSchedule.
All material should be produced using Microsoft Office Professional applications. Products should be >90% error-free on the first draft, with no repetition of errors in subsequent drafts. Must be able to independently seek information to ensure institutional and other relevant standards are met. Must have strong communication skills and be highly organized.
Telephone coverage is required for all callers seeking the faculty assistant. Calls will be transferred from reception, and should be answered and addressed by the assistant as required. Responsible for triaging patient telephone calls to be sure that the calls are addressed with a minimum hold time without unnecessary transfer. Process miscellaneous expense reimbursement by check request as required. Complete other institutional forms as required and applicable. Maintain business file systems for faculty according to faculty preference. See that all business documents are filed appropriately and in a timely fashion. Errands, faxing, copying and printing should be done in a timely and efficient manner, with copies prepared according to the requested specifications.
Required: High school diploma or equivalent. Specialized training in secretarial skills (such as word processing and business).
Required: Four years of secretarial experience including advanced secretarial duties.
Must pass pre-employment skills a 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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html