Senior Administrative Assistant – Hematopoietic Biology & Malignancy

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 2021-2022 rankings. It is one of the nation’s original three comprehensive cancer centers designated by the National Cancer Institute.

MISSION STATEMENT
The mission of The University of Texas MD Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

Summary

The primary purpose of the Senior Administrative Assistant position is to perform responsible work, often of a confidential nature, for the Department Administrator, and administrative team including but not limited to typing, transcribing dictation, maintaining selected department files, and word processing.

Job Specific Competencies

Position is onsite

Administrative

Provide administrative support to several faculty and other assigned duties.

Arrange and manage faculty’s calendars, travel, and reimbursements.

Assist faculty with preparation of presentations and ordering of posters/manuscripts.

Communicate with internal and external customers to arrange business meetings (via zoom, teams and or in-person).

Secure location of meetings, sets up computer and projector for presentation, sends out calendar invitations to participations, and take meeting minutes.

Order office supplies, and other items as requested.

Make travel arranges for assigned faculty within the department to include all logistics for the travel to include preparing travel packets for pre-approval as per Departmental policy, ensure conflict of interest is submitted, identify appropriate coverage when assigned faculty are traveling to include clinic makeup schedule (if applicable).

Serve as the back up to other administrative assistants within the department

Process Reimbursements for Faculty

Prepare and submit expense reports and travel reimbursements for assigned faculty.

Faculty CV and Biosketch Updates

Ensure Faculty CV and Biosketch are updated monthly using the FIS System. Use industry standards as appropriate for NIH Biosketch and other eternal agencies.

Onsite Responsibilities

Provides telephone coverage for department and assigned faculty members and/or administrators, (e.g. answers phone and relays messages, place calls), evaluates, logs and distributes incoming correspondence, log & distribute, with follow-up/respond as directed by recipient, compose correspondence as appropriate (i.e., respond to mail), communicate and work with assigned supervisor to address issues of concern regarding scope of activities and/or identify problems, and report outcomes, whether resolved or not.

Distribute mail, walk guests/visitors to campus locations, distribute deliveries, etc..

Other duties as assigned

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.

Other – 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