Sr Administrative Assistant

The primary purpose of the Senior Administrative Assistant position is to support one or more faculty members and/or supervisors by organizing and coordinating assigned activities and perform varying and extensive complex administrative tasks requiring considerable responsiveness to management and staff needs in an academic setting. The position requires level- specific judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills in and outside the department.

JOB SPECIFIC COMPETENCIES

Administrative Duties

• Provide assistance with administrative and operational activities of a complex nature. Organize meetings and provides logistical support for meetings/conferences.
• Administratively support programmatic operations as well as assigned faculty and program staff. Including set up of appointments, record pertinent events and functions to calendar.
• Responsibilities also include assisting with meeting agendas and minutes, word processing, typing, faxing, photocopying, composing /editing proofreading, answering telephones, maintaining calendars and filing system, sorting and distribution of memos and mail, scheduling catering, producing flyers, reserving visual and audio materials, etc. , maintaining effective working relationships with faculty, staff, supervisors and the public.
• Prepare office forms such as those for travel requests and reimbursements, check requests, and other institutional forms.
• Coordinate travel arrangements, reimbursement, conferences, lectures, seminars and meetings for faculty and staff.
• Compose formal and informal correspondence, create and format presentations, and maintains complex confidential patient and/or general office files. Ensures timely submission of required reports/assignments given by immediate supervisors including department administration.

Professional Document Maintenance

• Must maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the Faculty Information System (FIS) on computer via keyboard. Coordinate manuscript/protocol/grant submissions by organizing and compiling required forms and sections as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attends and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software. Maintain master files, bibliographic libraries, shared resource database and grant/protocol/manuscript documentation.
• Add new references, download abstracts from specific library databases, search and retrieve research articles or documents from sources within and outside of the institution, organize filing system for library. Submit manuscripts to scientific publications, and referencing manuscripts using referencing software. Update and maintain referencing software library.

Financial Duties

• Record, track and reconcile financial transactions for various accounts, particularly those related to Physician Referral Service (PRS), for faculty and physician assistants. Including managing Expense Logs according to Institutional guidelines.
• Arrange orientation schedules and facilitates resource materials for new staff and clinicians.
• Perform progress note completion audits in electronic medical records.
• Reconcile medication charges from pharmacy and process medication and other mail outs to patients.
• Facilitate procurement of supplies and resources, including pagers, computer access, phones, and copy codes. Reconcile requests with receivables and payments.
• Assist in monitoring grant budgets where needed. Requires participation in complex account review, tracking and analysis, cost projection, status reports, and identification of potential problems.
• Reconcile medication charges from pharmacy and process medication and other mail outs to patients

Programmatic Support

• Facilitate staffing - trainee appointments and employee recruitment - by working with Department Administration including but not limited to assisting with staffing forms to be completed for access.
• Compiles and formats reports, including annual reports, policies and procedures.
• Maintain a comprehensive policy and procedures manual by insuring that changes and additions to policies and procedures are constantly added into the respective sections. Insure that all employees have easy access to the manual. Recognize inefficiencies in current procedures and bring these to the attention of the appropriate manager, Associate Medical Director or Director. Provide suggestions for changes that are feasible and solutions to identified problems. Provide information about procedures that are working well.
• Update and maintain various handbooks for Clinicians, Research Assistants, and patients.
• Assist with special projects and activities, as assigned by faculty or the Department Administration.

Other duties assigned

• Attend and participate in meetings.
• Assist with training and orientation of personnel to administrative procedures.
• Perform tasks associated with special or ad hoc projects.
• Coordinates specials projects and activities as assigned by faculty or the department administration.

EDUCATION:
Required: High school diploma or equivalent.

Preferred: Associate or Bachelors degree.

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.

OTHER:

Required: 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: 156495
• 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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