Administrative Coordinator Melanoma Medical Oncology

The primary responsibility is for varied secretarial and administrative duties for the Chairman which require the following skills: a) basic knowledge of medical terminology; b) computer literate with strong word processing skills; c) strong organizational skills; d) initiative; and e) independent judgment relevant to office operations and project development. Coordinates detailed, complex, and highly responsible administrative activities, often of a confidential nature, for the Department Chairman. This position requires the individual to Interface/communicate with the department staff members (medical/clinical) and personnel at all levels in the department and Division of Medicine, as well as other section/department/division personnel within the MDACC and the surrounding medical community.
KEY FUNCTIONS:
Reporting/Project Development

• Ensure the timely completion of reports, on behalf of the Chairman for use by the department, division or institution. Makes sure information contained in these reports is both accurate and complete.

• Collect data, prepare presentations, and complete projects as required

• Coordinate departmental projects involving compiling information from multiple sources.

• Demonstrate ability to work independently and use critical thinking skills.

Calendar Management/Operations

• Organize meetings, take minutes, arrange catering, and provide logistical support for meetings/conferences.

• Set up appointments. Record pertinent events and functions to the calendar.

• Complete typing and/or processing of catering requests and/or conference room requests (ready for signature) within two days of requests as observed by supervisor and evidenced by date of request from supervisor and date of requisition.

• Makes sure coverage is obtained when needed, for meetings which the Department Head chairs.

• Coordinate with clinic staff dates when the physician will not be in clinic, to ensure that patients are re-scheduled or scheduled with other providers

• He/she must be able to understand and respond to telephone conversations with physicians and other members of the health care team, both within and outside of the institution. Clearly write and/or clearly communicate verbally person-to-person or over the telephone. Handle telephone with courtesy, accuracy and respect for confidentiality and demonstrate grammatical proficiency in English. Answer telephone in a clear and understandable manner. This includes taking a complete message with accurate date, time, name, number and information.

Travel Management

• Reviews calendars for accuracy to coordinate travel arrangements for the Chairman and for faculty recruiting efforts as necessary; arranges airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details.

• Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures.

Correspondence, Manuscripts, CVs, Protocols, & Development

• Compose and write complex memos and letters utilizing correct business form and proper sentence structure.

• Utilize computer software available to ensure accuracy such as computerized spell checks, dictionaries, grammar handbooks, etc.

• Prepare graphs and charts utilizing various software. All documents must be proofread for accuracy before being returned to the author.

• Communicate project status (completion or delays) to originator and supervisor as required.

• Type all correspondence with 98% accuracy on first draft and 100% accuracy on second draft as evidenced by supervisor's notation of revisions and to complete first draft within one working day as evidenced by date submitted and returned to the supervisor for review.

• This work requires sitting for long periods of time at a desk utilizing a computer and keyboard for the input of data into the computer. Must have good hand and finger dexterity for the entry of information into the computer.

• Ensure appropriate correspondence is maintained with donors, including letters of acknowledgement and progress reports.

• Maintain informational database for annual donor drive.

• Maintain and update on a regular basis, curriculum vitae in MDACC format and biographical sketch in current NIH format of Chairman on computer, utilizing Faculty Information System (FIS).

• Visually review data on computer monitor checking for errors and editing as necessary.

• Prepare draft/final version of manuscripts, requiring visual review of handwritten text. Follow-up on manuscript registration forms.

• Coordinate review of outside manuscripts.

• Coordinate protocol and grant submissions for the Chairman's projects making sure deadlines are met, revisions are made, and paperwork distributed to appropriate committees, departments and/or personnel.

Recruitment and Observers/Visitors

• Handles the process of new faculty recruitment including recruitment forms, ads, travel arrangements, and speaker engagements.

• Prepares itineraries and informational packet for recruits.

• Process applications to FAA and keep calendars for outside observers and visitors who come to the department.

• Maintain department files on observers and visitors.

other duties as assigned.
EDUCATION:
Required: High school diploma or equivalent.
Preferred: Bachelor's degree.
EXPERIENCE:
Required: Nine years administrative experience to include two years in a health care environment or related field. With preferred degree, four years of required experience.
Preferred: Experience supporting department chair, department operations, and other program activities. Grant documentation and preparation, including CV, Bio-sketch, and FIS management. Monitor and reconciliation of faculty PRS financial and grant accounts; Calendar coordination, record keeping, travel arrangements, and expense reimbursements; Administrative support of research projects and oversight of department databases.
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: 165604
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Day/Evening
• Minimum Salary: US Dollar (USD) 51,000
• Midpoint Salary: US Dollar (USD) 64,000
• Maximum Salary : US Dollar (USD) 77,000
• 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

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