Sr. Administrative Assistant - Interventional Radiology

Mission Statement
The mission of The University of Texas M. D. 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 Sr. Administrative Assistant position is to perform responsible work, often of a confidential nature, for several faculty members in the Department of Interventional Radiology and other support staff. 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 Diagnostic Imaging. The candidate will compose correspondence, manage information in FIS and maintain an electronic calendar. The Sr. Administrative Assistant makes travel arrangements; processes documents in a timely manner to ensure approval prior to date of leave, creates/submits check requests and purchase requisitions. The Sr. Administrative Assistant types and/or edits abstracts, manuscripts, grants and other complex documents. This position has a clerical, financial, and information technology component.
Key Functions
Faculty/Administrative/Staff Support
Prepares and processes the DI Ordering Template and enters a copy of the purchase requisition in a departmental database. Backup documentation of any purchases or expenditures must be filed in a designated binder/file for account reconciliation purposes.

1. Assists with coordinating meetings, lectures, and the clinical schedule.
2. Ensures each faculty member has clean lab coats which will require both delivery and pick up.
3. Maintains and manages faculty CVs and NIH biosketches or equivalent for administrators in the appropriate institutional format using the FIS or equivalent database. Edits and proofreads documents for errors and consistencies. Responsible for updating each faculty member's FIS or administrator's information on a monthly basis no later than the last day of each month.
4. Within FIS or equivalent system for administrator, responsible for manually selecting the author position, manually inputting the journal impact factor, and manually selecting the output editor.
5. Maintains and keeps track of professional licensure and membership renewal dates on an on-going basis.
6. Logs and reviews expenditures on individual PRS development spreadsheets.
7. Composes correspondence.
8. Participates in the submission of grants and contracts

ordering and reimbursement
Creates/submits electronic check requests or Concur reimbursements.

1. Creates and submits complete and accurate requisitions for issuance of purchase orders utilizing the DI Ordering Template.
2. Posts and tracks expenses to the appropriate accounting spreadsheet.
3. Organizes and maintains inventory of supplies in stock and submits requests for new office supply orders when appropriate. Orders office supplies as needed. Evaluates and recommends purchases of office supplies/equipment for departmental clinical and/or research operations
4. Logs and reviews expenditures of assigned physicians/departmental/divisional funding and provides documentation as needed for the monthly reconciliation of reports.

6.Reconciles assigned departmental accounts.

1. Be proactive in problem solution

Department Support

1. Meets deadlines.
2. Follows established department, division, and institutional guidelines.
3. Impacts departmental efficiency and productivity by supporting faculty and administrative staff within the department.
4. Serves as one of the primary timekeepers within Kronos.

5.Gathers facts and uses independent judgment to determine appropriate solutions.
6.Performs mathematical computations and utilizes spreadsheets.
7.Participate in process improvement
8.Coordinates or participates in the space survey
9.Responsible for the coordination of personnel (faculty and staff) relocation as needed under the supervision of the immediate supervisor.
Clerical Support
1.Manages calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Processes accurate and timely travel expense reports and check requests to ensure that faculty or administrative members are reimbursed promptly. Completes and submits accurate and timely leave forms to ensure documents are approved prior to date of leave. Verifies with timekeeper that information is correctly entered.
2.Maintains electronic calendar for assigned faculty/administrator using appropriate software; generates daily printed calendar; makes, changes, and cancels appointments as required; provides up-to-date information. Ensures that faculty members or administrator receive appropriate and timely reminders of appointments.
3.Composes and types memos, letters, and reports as requested. Types and/or edits abstracts, manuscripts, grants, and other complex documents according to specific formats. Transcribes meeting minutes, manuscripts, articles, article reviews and other documents as requested. Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system.
4.Provides telephone coverage, answering calls in a clear, pleasant and understandable manner. Screens calls and directs as appropriate in a polite and professional manner. Responds helpfully to callers' inquiries; promptly communicates accurate and complete messages.
5.Takes/retrieves packages and mail, including but not limited to UPS, FedEx, Airborne, USPS priority and institutional courier deliveries. Sorts and distributes mail in timely fashion.
6.Interfaces with the information systems support group to resolve computer hardware and software problems within the department.

1. Type and self-correct correspondence resulting in 95%+ on second draft.
2. Performs complex administrative and secretarial duties requiring independent judgment and decision-making within institutional guidelines.
3. Assists in administering/coordinating the preparation of grant proposals and contractual agreements as required.
4. Assist in the preparation of funding applications, budget projections and appropriate justifications.

Other duties as assigned.
Required education: High school diploma or equivalent.
Required experience: 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.
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