Administrative Assistant - Pediatrics

UT MD Anderson; Houston (TX); On-site; USD 41,000 - 61,000; Full time

Job summary

The University of Texas MD Anderson Cancer Center is seeking an experienced administrative professional to provide complex support to the Pediatrics department during the Kinder Children’s Cancer Center transition. This role will handle calendar management, meeting coordination, travel planning, expense reporting, confidential files, and the preparation of abstracts, manuscripts, and presentations as needed.

As the Kinder transition progresses, assignments may change.

Qualifications

• High School Diploma or equivalent required
• Bachelor's Degree preferred
• 4 years administrative/secretarial experience required or with a preferred degree
• Must pass pre-employment skills test as required by Human Resources.

Responsibilities

• Performs routine administrative and secretarial duties.
• Maintains calendar for physician / supervisor.
• Takes, prepares and distributes meeting minutes.
• Makes travel arrangements and prepares expense reports.
• Maintains confidential patient and/or general office files.
• Coordinates human resources activities for the department, including processing confidential paperwork and records.
• Writes position descriptions and coordinates with finance/HR to resolve funding or job level issues.
• Interprets institutional policies for employees.
• Monitors and analyzes center budget activity with reports and cost projections.

Skills

Administrative/secretarial experience

Calendar management

Meeting minutes

Travel arrangements

Education

High School Diploma or equivalent

Bachelor's Degree

Job description

UT MD Anderson Cancer Center and Texas Children's Hospital are partnering to create the Kinder Children's Cancer Center, a joint program focused on advancing pediatric cancer care. As this partnership progresses, pediatric patient care and operations will transition over time. The timing of this transition is subject to change and a definitive transition date has not yet been established.

For the foreseeable future, this position will support the Department of Pediatrics and provide services to our pediatric patient population. As the transition to the Kinder Children's Cancer Center progresses, the responsibilities and work assignment associated with this position are expected to change.

MD Anderson's current plan is to retain employees hired into these positions and transition them to other areas of the institution as pediatric operations evolve. While every effort will be made to place employees in another appropriate area within MD Anderson, the specific department, work assignment, responsibilities, schedule, and other details of any future assignment cannot be determined at this time and cannot be guaranteed.

Candidates should understand that this position is being recruited to meet the current needs of Pediatrics, with the expectation that the employee's assignment may change in the future as part of this institutional transition.

Job Summary

Provides complex administrative and secretarial support.

Key Responsibilities

• Performs routine administrative and secretarial duties.


• Types abstracts and manuscripts according to specific grant formats.


• Maintains calendar for physician / supervisor.


• Takes, prepares and distributes meeting minutes.


• Makes travel arrangements and prepares expense reports.


• Maintains complex confidential patient and/or general office files.


• Arranges conferences according to department specifications, including booking rooms, catering and equipment.


• Spends the majority of time on one or more of the following duties: Compiles reports.


• Composes formal and informal correspondence.


• Creates and formats presentations.


• Coordinates human resources activities for the department, including processing confidential paperwork, maintaining records, performance appraisals and job information.


• May write position descriptions and works with financial and human resource divisions to resolve funding, job level or information issues.


• Interprets institutional policies for employees.


• Monitors and balances company center budget activity, requiring complex account review, tracking and analysis, cost projections, status reports and identification of potential problems.


• Ensures timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process.


• May coordinate faculty recruitment, training or multiple schedules of activities for groups of graduate students and visiting fellows.


• Supervises work distribution and processing for clerical area.

EDUCATION

Required: High School Diploma or equivalent

Preferred: Bachelor's Degree

Work Experience

Required: 4 years Administrative/secretarial experience or no experience required with preferred degree.

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 benefits, including medical, dental, paid time off, retirement, 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.

Additional Information

• Requisition ID: 183153


• Employment Status: Full-Time


• Employee Status: Regular


• Work Week: Days


• Minimum Salary: US Dollar (USD) 41,000


• Midpoint Salary: US Dollar (USD) 51,000


• Maximum Salary : US Dollar (USD) 61,000


• FLSA: non-exempt and eligible for overtime pay


• Fund Type: Hard


• Work Location: Onsite


• Pivotal Position: No


• Referral Bonus Available?: No


• Relocation Assistance Available?: No