Senior Administrative Assistant

The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2018 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.

The primary purpose of the Sr. Administrative Assistant position is to support the Department Chair in Radiation Oncology.

Performs complex administrative duties. Composes formal and informal correspondence. Creates and formats presentations. Coordinates divisional and departmental faculty meetings, agenda preparation, presentations and minutes. This includes both onsite and virtual meeting set up, preparation and facilitation. Various administrative tasks as requested by the Department Chair. Responsible for departmental purchasing. Develops and determines priorities and monitors status of special project. Directs and coordinates all project activities through delegated subordinates and establishes budget control systems to control expenditures. Special projects including planning and implementing information systems and/or grant and contract preparations. Assists in strategic planning for department. Coordinates functions including maintenance of physical plant, physical inventory and space planning.

Core Values

Caring Behaviors

• Courtesy: Is respectful and courteous to each other at all times
• Friendliness/Teamwork: Promotes and rewards teamwork and inclusiveness; Is sensitive to the concerns of our patients and our co-workers

Integrity Behaviors

• Reliability: Communicates frequently, honestly and openly

• Accountability: Holds self and others accountable for practicing our values
• Safety: Notices a safety concern and brings it to someone's attention; Models safe behaviors (wears badge, washes hands, keeps work area clean and orderly)

Discovery Behaviors

• Responsiveness: By his/her actions, creates an environment of trust; Encourages learning, creativity and new ideas
• Personal Leadership/Self-Initiative: Helps others to identify and solve problems; Seeks personal growth and enables others to do so.

Stewardship Behaviors

• Prioritize the health and well-being of each other.
• Acts responsibly to safeguard the institution's finances.
• Ensures the proper care and use of time, data, materials, equipment and property afforded to us.

Safety Behaviors

• Creates a sense of security and empowerment and is committed to keeping one another free from harm.
• Embraces a framework and best practices for the highest quality of care and service.
• Inspires trust by modeling excellence in our work and acceptance of each person's contributions.

Key Functions

Schedules interviews with potential candidates for educational and classified positions. Collects interview comments.

Supports the divisional space planning committee, schedules all committee meetings,

Schedules meetings, classes, seminars, symposiums and conferences.

Responsible for conference room booking via Division sources or Conference Services.

Coordinates catering for various meetings.

Responsible for scheduling and coordinating high attendance events.

Schedules seminars and workshops. Includes writing seminar announcements, planning advertising, catering, and visitor travel.

Schedules candidate interviews: coordinates seminars, travel arrangements, and collects interview comments.

This position will also serve as the department timekeeper which manages all Kronos time corrections for staff and faculty.

Creates bi-monthly report for divisional recognition program for inclusion in divisional communication newsletter.

Office supply orders for division head, chair and support team.

Finance:

Posts and tracks fiscal expenditures for PRS and Chairman's funds and grant cost centers. Monitors expenses to ensure cost centers are not over-expended. Must comply with policies and procedures for various funding sources when processing reimbursements and travel.

Travel:

Coordinates travel for Department Chair and other faculty as needed including registrations, hotel accommodations, and transportation. Collects receipts, completes and submits travel reimbursements according to division/institutional travel procedures.

Leadership:

Meetings:

a. Faculty Staff Meetings: Schedules all meetings and creates calendar invites, collects agenda items; prepares agenda for distribution, prepares slide presentations, and assists with any follow up, assists with making arrangements for lunch.

b. Monthly Division Leadership Meetings: Schedules division leadership meetings, coordinates agenda and scheduling with all participants.

Annual Staff Evaluations: Assists as instructed by Division Executive.

Additional functions associated with society boards.

Assists with special projects and performs other duties as assigned.

Core Competencies

• IC - Team with Others:

• Encourage collaboration and input from all team members;

• Value the contributions of all team members; and
• Balance individual and team goals

• IC - Self-Motivation:

• Set high standards of performance;
• Pursue goals with energy and persistence; and

• Drive for results and achievement.

• IC - Oral Communication:

• Express ideas clearly and concisely in groups and one-to-one conversations; and
• Create an environment with open channels of communication.

• TC - Professionalism

• Demonstrates commitment to collaborative professional relationships with physicians and all members of the heath care team.
• Demonstrates a high level of responsibility, ethical practice, sensitivity to a diverse patient population and adherence to legal and regulatory requirements
• Demonstrates a commitment to excellence (i.e. proper hand washing practices) and on-going professional development.

• TC - Practice-Based Learning & Improvement

• Participates in on-going learning and demonstrates application of it in his/her role.

• TC - Systems-Based Practice

• Demonstrates his/her impact on the system of care.

• TC - Equipment Usage & Safety Preparedness

• Maintains expectations for safety preparedness, including but not limited to: Orientation to new equipment, Employee Education Event, CPR training, fire drills.

Education
Required: High school diploma or equivalent.

Experience
Required: 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.

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.

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

Additional Information

• Requisition ID: 157894
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 41,500
• Midpoint Salary: US Dollar (USD) 52,000
• Maximum Salary : US Dollar (USD) 62,500
• FLSA: non-exempt and eligible for overtime pay
• Fund Type: Hard
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No
• Science Jobs: No

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