Sr Administrative Asst

University of Texas MD Anderson Cancer Center

Houston (TX)

Hybrid

USD 46,000 - 69,000

Full time

2 days ago

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Benefits offered by this job

Employer-paid medical coverage

PTO and holidays

Tuition Assistance after six months

Wellness programs and ERGs

Pension and retirement plans

Job summary

The University of Texas MD Anderson Cancer Center in Houston, TX seeks a Senior Administrative Assistant to support the Department of Palliative, Rehabilitation, and Integrative Medicine. You will handle complex clerical work, manage calendars, coordinate travel and meetings, and prepare professional documents with precision.

The ideal candidate has 5+ years of admin/secretarial experience (3 years if an Associate's degree, 1 year if a Bachelor's), strong organizational skills, attention to

Qualifications

Five years administrative/secretarial experience; with Associate's degree, three years required experience; with Bachelor's degree, one year experience.
Experience supporting multiple faculty members in a clinical, academic, or research setting.
Ability to manage competing priorities with attention to detail.
Proficiency in medical terminology, grammar, punctuation and spelling.
Must pass pre-employment skills test.

Responsibilities

Provide high level administrative support for departmental administration and/or multiple departmental faculty.
Prioritize jobs and independently seek resources necessary to complete assigned tasks.
Coordinate flights, transportation, hotels, and conference registration information for conferences/trainings.
Prepare documents for meetings, events and special projects.
Maintain records and retention of vital files.
Manage Faculty/clinical providers' appointments packets, promotions, appraisals, and credentialing.

Skills

Calendar management

Meeting coordination

Travel coordination

Event planning

Academic/clinical support

Documentation

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

Concur

PubMed

Google Scholar

PowerPoint

Microsoft Outlook

Job description

The primary purpose of the Senior Administrative Assistant position is to perform complex work in the Department of Palliative, Rehabilitation, and Integrative Medicine. Respect sensitive issues encompassed in the day-to-day communication between physician and patient. Have basic knowledge of advanced secretarial procedure coupled with correct use of medical terminology, grammar, punctuation and spelling. Have ability to multi-task without compromising attention to detail.

An ideal candidate will have experience supporting multiple faculty members in a clinical, academic, or research setting. Preferred experience includes calendar management, meeting and travel coordination, event planning, faculty credentialing, manuscript and publication support, expense reimbursement processing, and preparing presentations and professional documents. The ideal candidate is organized, detail-oriented, able to manage competing priorities, and works well in a collaborative team environment.

Why Us?

Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Administrative Functions

Provide high level administrative support for departmental administration and/or multiple departmental faculty
Prioritize jobs and independently seek out resources necessary to complete assigned tasks
Provide support to other department staff, as required, and provide coverage for other support staff in the event of illness or vacation
Oversee administrative support staff special projects as assigned by operations manager
Support staff training adhering to deadlines and institutional policies and procedures
Distribute incoming/outgoing mail and lab coats
Answer and direct the patient care process by handling incoming telephone calls from patients, referring physicians, care centers and new patient referral
Manage daily Outlook calendar including meeting invites, room reservation, on-call schedule and clinic days
Coordinate and submit Web Schedule time off requests per department guidelines
Coordinate flights, transportation, hotels, and conference registration information for all conferences and/or training for faculty members
Management of records and retention of vital files
Management of Faculty/clinical providers (Appointment Packets, Promotions, Annual Appraisals, Midterm Reviews, and Credentialing)
Maintain medical license, certification, and membership renewals
Edit and submit Letters of Reference other faculty requested documents
Coordinate events including scheduling rooms, speakers, invited guests, and ordering equipment/catering per faculty/administration request
Coordinate staff, faculty, and operation meetings such as inviting and confirming attendees, scheduling a meeting room, and reminding attendees
Coordinate with other admins in other departments to schedule meetings regarding Institutional initiatives and research
Prepare documents as needed for meetings, special events, and special projects
Maintain continuous CME credits
Create and maintain curriculum vitae monthly
Create and maintain biographical sketch updates
Organize and attend blueprint meetings for protocols
Coordinate Principal Investigator (PI) weekly meetings with research team
Article searches including finding requested articles through Pubmed, Illiad requests, and Google scholar
Design PowerPoint presentations and scientific posters for educational presentations and conferences
Create, edit, and coordinate book/manuscript publications
Incorporate comments by other members of the research team into manuscripts, abstracts, and protocols
Ensure timely submission of abstracts and manuscripts to various journals and organizations

Financial Responsibility

Create, manage and coordinate Concur authorization requests for travel
Manage expense reimbursements
Coordinate approvals from finance team for all financial transactions

Other duties as assigned

EDUCATION

Required: High School Diploma or Equivalent.

Preferred: Associate's Degree or Bachelor's Degree.

EXPERIENCE

Required: Five years administrative/secretarial experience. With Associate's degree, three years required experience. With Bachelor's degree, one year experience

Preferred: Experience supporting multiple faculty members in a clinical, academic, or research setting. Experience includes calendar management, meeting and travel coordination.

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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

Additional Information