Address
Form of workSUMMARY
To primary purpose of the Sr. Secretary is provide professional administrative support for the Dept of Translational Molecular Pathology and back-up for faculty support.
JOB SPECIFIC COMPETENCIES
Reception Tasks
1. Professionally greets/screens visitors to Life Science Plaza building, as required. Interacts with individuals in the departments, building and institution in a responsive, diplomatic, professional and constructive manner and notifies appropriate personnel of their arrival.
2. Issues guest badges to visitors of LSP, and validates parking, as needed.
3. Answers departmental phone line and routes calls for accordingly: records accurate telephone messages for faculty and other staff, communicates in a clear, concise and professional manner, providing assistance in line with MD Anderson core values. Provides help to misplaced calls by directing them to appropriate number.
4. Checks in new department staff and trainees; coordinates badge activation with building management and facilities; adds new staff and trainees to departmental distribution lists.
5. Ensures department staff complete log sheet for shared parking cards and ensures their use remain in compliance with dept check-out policies; contacting them to return after each use, as appropriate. Primary point of contact for parking validations.
6. Provide information and directions.
Administrative Duties
1. Provide administrative support for the Research Department Administrator and faculty.
2. Back up to Administrative Support Staff - Takes, prepares, and distributes meeting minutes for administrative staff coverage.
3. Compile materials for reports. Create and format presentations. Compose formal and informal correspondence. Take, prepare and distribute meeting minutes for administrative meetings.
4. Coordinates conference room scheduling for main conference rooms in LSP. Assists with departmental seminar series and other sponsored events, including flyers, catering and room setup for each event. Spearheads planning of department events such as faculty meetings, quarterly meetings, Employee Appreciation, etc.; including decorating for the events.
5. Processes routine departmental requests and posts information on institutional bulletin
boards; assists with filing and daily secretarial tasks, including typing purchase requisitions and check requests.
General Clerical/Office Tasks
1. Responsible for department office and coffee supplies; restock and replenish supplies daily and places orders for additional as needed.
2. Processes mail run twice daily (approx. 10:00 am and 2:00pm depending on mail delivery time). May be requested to deliver and/or pick up documents or other items throughout the institution. Logs deliveries and notifies assistant/customer of delivery. Sorts and organizes dept mail room and mail slots.
4. Maintains daily conference room schedules up to date.
5. Serves as secondary point of contact for booking conference rooms from department staff. Updates calendars to 9th, 11th, ad 12th floor conference rooms on a daily basis or more frequently as necessary. Arranges routine conferences according to department specifications, including booking rooms, catering, equipment, etc.
6. Each morning, responsible for ensuring paper is loaded in shared printers, fax machines and photocopiers on the 9th floor.
Teamwork
1. Communicates within and among team members in a healthy, constructive way, avoiding participation in destructive behaviors that block team efforts.
2. Values the contributions of all team mebers and recognizes their efforts.
3. Gains the trust of others by demonstrating consistency in practice of principles, values and behavior as well as using good listening skills, expressing ideas clearly, promoting open communication.
4. Communicates effectively with assigned backup team members to ensure needs of faculty and staff are met.
5. Improves personal performance by pursuing learning opportunities to broaden knowledge base and build depth/variety in experience.
6. Assesses own performance and actively seeks feedback related to performance, interpersonal relationships, contributions to teamwork and participation in improvement efforts.
Other duties as assigned
High school diploma or equivalent. Two years experience performing responsible secretarial work. Must pass pre-employment skills a 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
To primary purpose of the Sr. Secretary is provide professional administrative support for the Dept of Translational Molecular Pathology and back-up for faculty support.
JOB SPECIFIC COMPETENCIES
Reception Tasks
1. Professionally greets/screens visitors to Life Science Plaza building, as required. Interacts with individuals in the departments, building and institution in a responsive, diplomatic, professional and constructive manner and notifies appropriate personnel of their arrival.
2. Issues guest badges to visitors of LSP, and validates parking, as needed.
3. Answers departmental phone line and routes calls for accordingly: records accurate telephone messages for faculty and other staff, communicates in a clear, concise and professional manner, providing assistance in line with MD Anderson core values. Provides help to misplaced calls by directing them to appropriate number.
4. Checks in new department staff and trainees; coordinates badge activation with building management and facilities; adds new staff and trainees to departmental distribution lists.
5. Ensures department staff complete log sheet for shared parking cards and ensures their use remain in compliance with dept check-out policies; contacting them to return after each use, as appropriate. Primary point of contact for parking validations.
6. Provide information and directions.
Administrative Duties
1. Provide administrative support for the Research Department Administrator and faculty.
2. Back up to Administrative Support Staff - Takes, prepares, and distributes meeting minutes for administrative staff coverage.
3. Compile materials for reports. Create and format presentations. Compose formal and informal correspondence. Take, prepare and distribute meeting minutes for administrative meetings.
4. Coordinates conference room scheduling for main conference rooms in LSP. Assists with departmental seminar series and other sponsored events, including flyers, catering and room setup for each event. Spearheads planning of department events such as faculty meetings, quarterly meetings, Employee Appreciation, etc.; including decorating for the events.
5. Processes routine departmental requests and posts information on institutional bulletin
boards; assists with filing and daily secretarial tasks, including typing purchase requisitions and check requests.
General Clerical/Office Tasks
1. Responsible for department office and coffee supplies; restock and replenish supplies daily and places orders for additional as needed.
2. Processes mail run twice daily (approx. 10:00 am and 2:00pm depending on mail delivery time). May be requested to deliver and/or pick up documents or other items throughout the institution. Logs deliveries and notifies assistant/customer of delivery. Sorts and organizes dept mail room and mail slots.
4. Maintains daily conference room schedules up to date.
5. Serves as secondary point of contact for booking conference rooms from department staff. Updates calendars to 9th, 11th, ad 12th floor conference rooms on a daily basis or more frequently as necessary. Arranges routine conferences according to department specifications, including booking rooms, catering, equipment, etc.
6. Each morning, responsible for ensuring paper is loaded in shared printers, fax machines and photocopiers on the 9th floor.
Teamwork
1. Communicates within and among team members in a healthy, constructive way, avoiding participation in destructive behaviors that block team efforts.
2. Values the contributions of all team mebers and recognizes their efforts.
3. Gains the trust of others by demonstrating consistency in practice of principles, values and behavior as well as using good listening skills, expressing ideas clearly, promoting open communication.
4. Communicates effectively with assigned backup team members to ensure needs of faculty and staff are met.
5. Improves personal performance by pursuing learning opportunities to broaden knowledge base and build depth/variety in experience.
6. Assesses own performance and actively seeks feedback related to performance, interpersonal relationships, contributions to teamwork and participation in improvement efforts.
Other duties as assigned
High school diploma or equivalent. Two years experience performing responsible secretarial work. Must pass pre-employment skills a 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
