Sr Administrative Assistant

The primary purpose of the Sr. 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 secretarial duties requiring considerable responsiveness to management and staff needs in an academic setting in support of the Faculty and staff. The position requires the demonstration of high level of quantitative skills to organize and maintain data, prioritize assignments and complete tasks within general guidelines, confidentiality, judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills with all stakeholders.
JOB SPECIFIC COMPETENCIES
Administrative Operations
*Calendar Management: Organizes meetings by contacting faculty, staff or groups internal, external, domestic or international. Provides logistical support for meetings and conferences. Manages and schedules Videoconferences and coordinates with onsite and offsite participants, in some instances coordinating with Telehealth, and UT TV to record the event. This includes coordinating attendees' calendars, scheduling catering, creates and distributes flyers, announcements, reserving visual and audio materials, and meeting agendas. Manage department conference rooms in CPB6, BSRB (7,8, & 14).
* Administrative: Oversees all routine general office functions, including, but not limited to, timekeeping in Kronos, space issues, work orders, office equipment, asset transfers, FAR submissions, contracts/maintenance, key requests/inventory, website updates, ordering and restocking office supplies for department, building access, etc. 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.
* Travel Management: Reviews calendars for accuracy to coordinate travel arrangements for faculty and classified staff.; arranges clinic block and clinic coverage, airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details for travel. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures in a timely manner. Complete and submit accurate leave and extramural requests for faculty ensuring accurate record keeping concerning extramural travel. Coordinate conference registration fees and membership fees for faculty and/or other designees using institutional travel management tools in a timely manner and/or for early registrations.
* Accurately processes and maintain current, general files of updated materials to include licensure, license renewal, medical, and medical/specialty society applications and/or renewals for assigned staff and forward to the proper personnel in the institution.
Administrative Coordination
* Manuscripts/Abstracts/CV/Protocols/Other Support/ EndNote/ Grant Submissions: Must maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the Faculty Information System (FIS) by retrieving data from all sources available. Coordinates 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. Maintains master files, requiring continuous revisions to documents, bibliographic libraries, shared resource database and grant/protocol/other support/abstract/manuscript documentation. Maintain EndNote or other reference databases by adding new references, revising or updating existing references, and downloading abstracts.
* VISAS - Manages the Visa related packets for employees and/or job candidates.
* Project Coordination: Directs and coordinate institutional, divisional and departmental initiatives, including but not limited to project activities, special functions, events, conferences, retreats, create and format presentations using PowerPoint as well as using other software as necessary to complete the project, and all phases of assigned special projects delegated from faculty and department administration.
* General Coordination: Maintains employee files in compliance with JCAHO. Coordinates annual physical inventory and property control issues to ensure employee compliance with Procedures in accordance with the Property Control guidelines.
*Faculty & Trainee Recruitment: Assists in faculty and trainee recruitment by acting as the contact person. Arranges travel and accommodations if appropriate. Prepares meeting agendas. Ensures all expenditures are processed according to institutional guidelines. Works closely with Department Administrator to coordinate all aspects of faculty recruitment.
*Assist faculty, trainee and classified staff administration including, appointments, credentialing (coordinates process according to institutional and regulatory standards), and promotion and tenure processes.
*Coordinates office set up for new employees, including PC set up, port activation, etc. Installation of phone lines and voice mail, ordering pagers, long distance codes, business cards, keys, lab coats, etc. Maintain key inventory and copies of keys for entire office, including furniture and cabinets. Evaluates and recommends all physical changes in space to Department Administrator /Operations Manager/ Director as required.
Financial & Purchasing Support
* Purchasing/Reimbursement Requests: Completes the processing of payment requests, travel requests, purchase requisitions, order forms/requisitions, travel requests/reimbursements (i.e. ready for authorized signature). Prepare reimbursement requests for outside lectures. Must communicate project status (completion or delays) to manager as required. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor/physician and co-workers.
* Monitors and reconciles account balances for specified departmental company centers (PRS). Complex account review, tracking and analysis, cost projections, status reports, and identification and resolution of potential problems/errors.
* Complete monthly expense review (STAT Transactions)
* Adheres to funding guidelines, institutional financial policies, and department internal controls procedures.
*Interfaces with the IT team to resolve computer hardware and software problems, as well as to coordinate purchases of these assets.
Other duties as assigned
EDUCATION:
Required: High school diploma or equivalent.
Preferred: Bachelor's degree.
EXPERIENCE:
Required: Five years of administrative/secretarial experience. With preferred degree, one year of required experience.
Preferred: Proficient in Excel, Word, PowerPoint.Proficient in Excel, Word, PowerPoint.
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