Sr Administrative Assistant / Pediatrics - Patient Care - MD Anderson
Houston, TX
About the Job
The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2022-2023 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.
Shift/Hours: Monday - Friday / 8am - 5pm / Hybrid (2 days a week onsite)
Duties:
Purchasing/Reimbursement Requests Process reimbursements, travel requests, purchase requisitions/order. Prepare expense reports for assigned faculty, Department Administrator, outside lecturers and others, as assigned. Communicate project status (completion or delays) to manager as required. Complete license renewals for assigned physician. Completes medical/specialty society applications for assigned staff.
Administrative Operations/Calendar Management Organize meetings, arranges catering, and provides logistical support for meetings/conferences. This includes coordinating attendees' calendars, typing agenda, scheduling catering, producing flyers, reserving visual/audio materials, etc. Coordinate receptions and annual department celebrations (facilitate site selection, work with caterer in preparation of menu, produce flyers, etc.) Set-up appointments, record pertinent events and functions to calendar. Administratively support the Pediatric Critical Care Unit Faculty. Demonstrate ability to create working teams to share workload as necessary.
Schedule Maintenance Review and update clinical schedules (WebOncall, AMION) as needed. Ensure the accuracy of the schedules by verifying coverage against Webschedule and Department's resources. Inform the Associate Department Administrator and/or the Operations Manager of discrepancies.
Travel Management Review calendars for accuracy to coordinate travel arrangements for Pediatric Critical Care Unit Faculty; arrange airfare, ground transportation, confirm reservations, create agendas, prepare itineraries, assist in lodging accommodations, and communicate details. Calculate expenses, prepare expense reports and reimbursement requests, and maintains tracking log of expenditures
Manuscripts/CV/Protocols/Grant Submissions Maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the institutional information system. Coordinate manuscript/protocol/grant submissions by organizing and compiling required forms, as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attend and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software.
Other duties as assigned.
Requirements
Education Required: High school diploma or equivalent.
Preferred Education: Associate's Degree
Experience Required: Five years of administrative/secretarial experience.
Preferred Required: 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
Additional Information
#LI-Hybrid
Shift/Hours: Monday - Friday / 8am - 5pm / Hybrid (2 days a week onsite)
Duties:
Purchasing/Reimbursement Requests Process reimbursements, travel requests, purchase requisitions/order. Prepare expense reports for assigned faculty, Department Administrator, outside lecturers and others, as assigned. Communicate project status (completion or delays) to manager as required. Complete license renewals for assigned physician. Completes medical/specialty society applications for assigned staff.
Administrative Operations/Calendar Management Organize meetings, arranges catering, and provides logistical support for meetings/conferences. This includes coordinating attendees' calendars, typing agenda, scheduling catering, producing flyers, reserving visual/audio materials, etc. Coordinate receptions and annual department celebrations (facilitate site selection, work with caterer in preparation of menu, produce flyers, etc.) Set-up appointments, record pertinent events and functions to calendar. Administratively support the Pediatric Critical Care Unit Faculty. Demonstrate ability to create working teams to share workload as necessary.
Schedule Maintenance Review and update clinical schedules (WebOncall, AMION) as needed. Ensure the accuracy of the schedules by verifying coverage against Webschedule and Department's resources. Inform the Associate Department Administrator and/or the Operations Manager of discrepancies.
Travel Management Review calendars for accuracy to coordinate travel arrangements for Pediatric Critical Care Unit Faculty; arrange airfare, ground transportation, confirm reservations, create agendas, prepare itineraries, assist in lodging accommodations, and communicate details. Calculate expenses, prepare expense reports and reimbursement requests, and maintains tracking log of expenditures
Manuscripts/CV/Protocols/Grant Submissions Maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the institutional information system. Coordinate manuscript/protocol/grant submissions by organizing and compiling required forms, as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attend and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software.
Other duties as assigned.
Requirements
Education Required: High school diploma or equivalent.
Preferred Education: Associate's Degree
Experience Required: Five years of administrative/secretarial experience.
Preferred Required: 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
Additional Information
- Requisition ID: 168717
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 45,000
- Midpoint Salary: US Dollar (USD) 56,500
- Maximum Salary : US Dollar (USD) 68,000
- 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
#LI-Hybrid
Source : MD Anderson