Address
Form of workThe primary purpose of the Administrative Assistant position is to perform varied and extensively complex secretarial duties that require judgment, responsiveness, initiative, and independent decision-making within general guidelines. Directly supports one or more faculty members and/or supervisors. Will organize and coordinate assigned activities for designated faculty member/supervisor while demonstrating excellent interpersonal and communication skills in and outside the department.
JOB SPECIFIC COMPETENCIES:
Administrative Operations Support Administratively support departmental operations as well as assigned faculty member, or another designee. Duties include complex administrative responsibilities as well as assisting with meetings, word processing, typing, faxing, photocopying, composing /editing proofreading, answering telephones, maintaining filing system, sorting and distribution of memos and mail, maintaining effective working relationships with faculty, staff, supervisors and the public. Must demonstrate ability to maintain confidentiality, to execute any standard clerical duties, and ability to use independent judgment and analysis to gather facts and to determine appropriate solutions.
Grant Support Maintain revisions to professional documents, bibliographic libraries, and grant-related documentation. Add new references, download abstracts from Ovid (MEDLINE, Cancerlit, and other library databases), search and retrieve research articles or documents from sources within and outside of the institution, organize filing system for library.
Department Administrative Support Prepare office forms such as those for travel requests, travel reimbursements, medical graphics requests, purchase orders, check requests, or other commonly used institutional forms. Make travel arrangements, lecture and conference scheduling, and maintain meeting calendar. Also, complete and submit commonly used institutional forms. Composes 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.
Financial and Purchasing Support Tracking and reconciling faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis. Assist faculty and staff with completion of consultant agreements. Ensure invoice processing is completed quickly and accurately. Works directly with consultant on their invoices until payment is received. Set up Purchase Order (PO) accounts for faculty and staff and track activity through to completion and closure of PO account. Responsible for purchasing, tracking, and securing the storage of project incentives such as gift cards. Purchases promotional materials, supplies, and food/catering requests for project group. Completes Data Entry back up documentation on a weekly basis. Other duties as assigned.
Travel and Reimbursement Support Arrange and manage travel for faculty and/or other designees using institutional travel management tools in a timely manner and/or for early registrations.
Reviews calendars for accuracy to coordinate travel arrangements to include following, but not limited to: prepares itineraries, arranges ground transportation, confirms reservations, requests agendas, makes hotels accommodations, and process reimbursements.
Completes leave request and extramural spreadsheet prior to the travel leave date.
Processes all reimbursements in a timely manner. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures.
Coordinate conference registration fees and membership fees for faculty and/or other designees.
Maintains and archives all supporting documentation.
Able to effectively utilize institutional travel systems and services.
Adheres to institutional, division, and department travel guidelines, policy.
Other duties as assigned
COMPETENCIES
With Social Intelligence, you understand the importance of creating an environment where yours and others' ideas, experiences, perspectives, contributions, and well-being are valued. (Competencies: Awareness, Humility, Cultural Competence)
With Drive, you see that you can serve as a leader whether you have a formal leadership role or not. You tackle problems, move past setbacks and hardships, and don't lose sight of your goals. (Competencies: Self-Confidence, Analytical Thinking, Innovative Thinking, Technical Expertise)
You demonstrate Professionalism by setting the example for others and consistently modeling MD Anderson's values and service standards. You communicate effectively in a variety of ways. (Competencies: Inspire Trust, Oral Communication, Written Communication)
Through Emotional Intelligence, you maintain awareness of your own emotions and the emotions of those around you. Use nonverbal cues and feelings to engage others in an inclusive and responsive way. (Competencies: Active Listening, Teaming, Self-Reflection)
Having Coachability means you are engaged in relentless learning. You constantly ask questions and stay curious. You understand that the organization constantly evolves, and you should as well. (Competencies: Develop Oneself, Adaptability)
EDUCATION:
Required: High school diploma or equivalent.
Preferred: Bachelor's degree.
EXPERIENCE:
Required: Four years of administrative/secretarial experience. With preferred degree, no experience required.
Preferred: Computer software skills should include advanced knowledge of Microsoft Word, Excel, PowerPoint, Teams and Zoom. Experience with both manuscript and grant proposal preparation is a plus.
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
#LI-Hybrid
JOB SPECIFIC COMPETENCIES:
Administrative Operations Support Administratively support departmental operations as well as assigned faculty member, or another designee. Duties include complex administrative responsibilities as well as assisting with meetings, word processing, typing, faxing, photocopying, composing /editing proofreading, answering telephones, maintaining filing system, sorting and distribution of memos and mail, maintaining effective working relationships with faculty, staff, supervisors and the public. Must demonstrate ability to maintain confidentiality, to execute any standard clerical duties, and ability to use independent judgment and analysis to gather facts and to determine appropriate solutions.
Grant Support Maintain revisions to professional documents, bibliographic libraries, and grant-related documentation. Add new references, download abstracts from Ovid (MEDLINE, Cancerlit, and other library databases), search and retrieve research articles or documents from sources within and outside of the institution, organize filing system for library.
Department Administrative Support Prepare office forms such as those for travel requests, travel reimbursements, medical graphics requests, purchase orders, check requests, or other commonly used institutional forms. Make travel arrangements, lecture and conference scheduling, and maintain meeting calendar. Also, complete and submit commonly used institutional forms. Composes 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.
Financial and Purchasing Support Tracking and reconciling faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis. Assist faculty and staff with completion of consultant agreements. Ensure invoice processing is completed quickly and accurately. Works directly with consultant on their invoices until payment is received. Set up Purchase Order (PO) accounts for faculty and staff and track activity through to completion and closure of PO account. Responsible for purchasing, tracking, and securing the storage of project incentives such as gift cards. Purchases promotional materials, supplies, and food/catering requests for project group. Completes Data Entry back up documentation on a weekly basis. Other duties as assigned.
Travel and Reimbursement Support Arrange and manage travel for faculty and/or other designees using institutional travel management tools in a timely manner and/or for early registrations.
Reviews calendars for accuracy to coordinate travel arrangements to include following, but not limited to: prepares itineraries, arranges ground transportation, confirms reservations, requests agendas, makes hotels accommodations, and process reimbursements.
Completes leave request and extramural spreadsheet prior to the travel leave date.
Processes all reimbursements in a timely manner. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures.
Coordinate conference registration fees and membership fees for faculty and/or other designees.
Maintains and archives all supporting documentation.
Able to effectively utilize institutional travel systems and services.
Adheres to institutional, division, and department travel guidelines, policy.
Other duties as assigned
COMPETENCIES
With Social Intelligence, you understand the importance of creating an environment where yours and others' ideas, experiences, perspectives, contributions, and well-being are valued. (Competencies: Awareness, Humility, Cultural Competence)
With Drive, you see that you can serve as a leader whether you have a formal leadership role or not. You tackle problems, move past setbacks and hardships, and don't lose sight of your goals. (Competencies: Self-Confidence, Analytical Thinking, Innovative Thinking, Technical Expertise)
You demonstrate Professionalism by setting the example for others and consistently modeling MD Anderson's values and service standards. You communicate effectively in a variety of ways. (Competencies: Inspire Trust, Oral Communication, Written Communication)
Through Emotional Intelligence, you maintain awareness of your own emotions and the emotions of those around you. Use nonverbal cues and feelings to engage others in an inclusive and responsive way. (Competencies: Active Listening, Teaming, Self-Reflection)
Having Coachability means you are engaged in relentless learning. You constantly ask questions and stay curious. You understand that the organization constantly evolves, and you should as well. (Competencies: Develop Oneself, Adaptability)
EDUCATION:
Required: High school diploma or equivalent.
Preferred: Bachelor's degree.
EXPERIENCE:
Required: Four years of administrative/secretarial experience. With preferred degree, no experience required.
Preferred: Computer software skills should include advanced knowledge of Microsoft Word, Excel, PowerPoint, Teams and Zoom. Experience with both manuscript and grant proposal preparation is a plus.
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: 166547
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 39,000
- Midpoint Salary: US Dollar (USD) 49,000
- Maximum Salary : US Dollar (USD) 59,000
- 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
#LI-Hybrid
