To perform complex administrative and secretarial duties requiring judgment within general guidelines. This position will provide project coordination, as well as perform fiscal duties in relation to budget control systems, grant proposals, expenditures, and assigned cost centers. In addition, the position will require recommendations and evaluations in regard to equipment purchases and clinical and/or research operations. Duties require responsibility for critical department project coordination and management as assigned, e.g. Graduate Medical Education, Research Seminar Series, etc.
Project Coordination
Devotes the majority of work effort to project coordination and related functions. Develops and determines priorities and monitors status of special projects. Communicate with the Information Systems support group to resolve computer hardware and software problems within the Section or Department as required. May use independent judgment and complex analysis to gather facts and determine appropriate solutions generally based on past experience and department practice. Assist with generation of reports for patient care and research, protocol management, and publication summaries for the Department. Verify compliance with institutional requirements. This person needs to have the ability to work closely with others, to communicate clearly and to develop efficient process improvement within the Section or Department as directed by Department Administrator in order to promote a high level of productivity.
Administrative Operations
Performs clerical and administrative functions within the Section or Department for assigned faculty and/or staff. Compile reports. Compose formal and informal correspondence. Performs basic word processing and/or general typing; complete institutional forms according to policy standards. Creates and formats presentations for faculty, fellows, and mid-level providers. Update faculty curriculum vitae with most current information in the appropriate institutional format on the network. Must be grammatically proficient in English (i.e., demonstrates excellent oral and written communication skills as observed by supervisor). Must be able to compose and write simple memos and letters utilizing correct business form and proper sentence structure. Must utilize tools available to ensure accuracy such as personnel & membership directories, computerized spell checks, dictionaries, grammar handbooks, etc. All documents must be proofread before being returned to the author. Must communicate accurate and up-to-date project status (completion or delays) to originator and supervisor on a frequent basis. Assists with the patient care process by handling telephone calls form patients, referring physicians, care centers, new patient referral, etc. Directs inquiries to the appropriate patient care area.
Independently plan and manage work deadlines and schedule. Prepares meeting schedules, greets visitors. Maintain the current year and a long-term calendar for the designated staff and faculty. Provide Faculty with a print out of his/her appointments on a daily basis. Arranges all travel preparations, scheduling airline reservations and hotel accommodations utilizing the Concur travel system. Process faculty extramural leave and PTO program leave requests. Ensure that all expenditures are processed according to institutional guidelines and respective Faculty is reimbursed accordingly. Perform simple mathematical computations with and without the assistance of calculators, including addition, subtraction, multiplication, division, computation of rates.
Coordinate human resources activities as assigned. Assist with implementation of institutional policies. Monitor and balances company/center budget activity as assigned. Ensure timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process. Supervises work distribution and processing for clerical area. Assist in the patient care process by handling telephone calls from patients, referring physicians, care centers, new patient referral, etc. Directs inquires to the proper patient care area. Assist the faculty in building or maintaining their referral practice by providing professional and supportive assistance to new patients and referring physicians. May maintain educational program records for the Department, and may participate in procurement activities. He/she must work under conditions of high stress at times and will serve as a liaison for the Department. The Senior Administrative Assistant will implement resolutions to personnel issues as directed by the Department Administrator and provide feedback to faculty regarding general institutional policies.
Fiscal Activities
Assists in administering the Section or Department budget and also coordinates the preparation of grant proposals and contractual agreements as required. Implements budget control systems to control expenditures as directed by Department Administrator. He/she may hold signature authority on some accounts. Prepares purchase requisitions, supply orders, maintenance and repair requests, print shop masters, etc. as needed. As required, completes the typing and/or processing of check requests, travel requests, print shop requests, order form, requisitions (i.e. ready for authorized signature) within two days of request as observed by supervisor and evidenced by date of request from supervisor and date of requisition. Perform simple mathematical computations with and without the assistance of calculators and/or spreadsheets including addition, subtraction, multiplication, division, computation of rates, proportions, etc. May prepare funding applications, budget projections, and appropriate justifications. May assist Department Administration with monitoring the expenditures of Section or Department resources. He/she will provide consultation to Department Administrator in the preparation of budgets and prepare financial status summaries of the Department’s E&G budget and private industry agreements.
Strategic Planning and Other
a) Assist in strategic planning for department as determined by appropriate Administrative personnel within the Section and/or Department. Evaluates and recommends purchases of capital equipment to Department Administration clinical and/or research operations. Conduct proactive approach to problem resolution.
b) Coordinate property control functions including maintenance of physical plant, physical inventory, and space planning. Comply with the guidelines provided by Property Control. Coordinates property control issues and ensures that all employees comply with the required procedures, i.e., completion of Equipment Relocation Notices for each item involved. Evaluates and recommends physical changes in space utilization as required; coordination of physical renovations, physical improvements, safety clearances, etc. Assist in maintaining the aesthetics of the department administrative area.
c) Other Duties as assigned
Required; High school diploma or equivalent. Five years of administrative/secretarial experience. With preferred 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
