Sr. Administrative Assistant - Pharmacy Division - MD Anderson
Houston, TX
About the Job
JOB SPECIFIC COMPETENCIES
Administrative Functions
- Maintains & prioritizes daily appointment calendars, meetings, lectures, and seminars.
- Assists with calendar management and planning virtual, or in-person departmental and area-specific meetings for manager, assistant managers, and the various Committees and Subcommittees within the Division of Pharmacy. Coordinates room logistics and prepares all
documents associated with meetings such as agendas, minutes, and other complex tasks such as PowerPoint presentations, email communications, Excel spreadsheets, and using other Microsoft Office 365, and SharePoint site.
- Provides support to the Division of Pharmacy with annual competencies Power App review cycle, creating employees' profiles, follow up with managers and employee's acknowledgement, administrative review and final email sent to employee for competencies completion.
- Supports onboarding/separation efforts for new and transferred employees to the Division of Pharmacy which may include conducting a tour to their specific area, adding/removing employees to our email distribution lists or SharePoint sites, uniforms (scrubs) distribution, assisting with computer set up/collection in coordination with the program coordinators.
- Performs new employee tour area orientation for assigned departments. Issue lockers and keys as needed. Provides information to employees to resources such as: departmental attendance, timekeeping, payroll policy.
- Maintains personnel files for assigned departments, creates electronic and hard copy files. Serves as point of contact for gathering require documents for JCACHO HR personnel file audits. Assist managers with the collection of checklists or training/competencies requirements to place in employee's personnel file.
- Receives, screens and transfers calls using appropriate telephone etiquette; responds to telephone information requests with courtesy, accuracy, and respect for confidentiality. Determines urgency of calls and alerts the appropriate staff, immediately, of emergencies or potential problem situations. May serve as point of contact with emails triage to appropriate areas.
- Performs runs and coordinates mail distribution for all the departments within the Division of Pharmacy. Prepares shipping for letters, packages, and coordinates with admin staff collecting and/or delivering to the shipping docks or drop off shipping sites daily.
- Provide training and mentoring to the new administrative staff in the department. Creates standard operational procedures (SOP's), manuals, and maintains updates with admin staff for continuing training and collaboration.
- Assist with poster printing for Division of Pharmacy faculty, staff, residents, or trainees for educational, conferences or other events.
- May serve as Notary for Department and notarize forms for employees. Process affidavits for Pharmacy Records request for Agencies and Law Offices. - -- Completes Tax Summary Requests for Pharmacy customers, Agencies and Law Offices. May also notarize for Pharmacy licenses and if any Pharmacy employee needs pertaining documentation notarized.
- May collect signed authorization from patient or parent/legal guardian for release of information for their specific department and provides printed copy of released information to patient or parent/legal guardian.
- Act as a backup for other administrative support staff in the Division, as needed.
Kronos/Concur/ResourceOne
- Prepares Kronos time and attendance for assigned staff as well as employee time, attendance tracking reports and FMLA tracking. Completes monthly attendance logs violations for specific areas and maintain inform the Division timekeeping auditor when ready to send to tech
supervisors, assistant managers, and managers. Serves as a reviewer for assigned Divisional timekeeping codes. Provide support to employees interpreting timekeeping codes and policies and provide institutional contact resources.
- Prepares and submits staff expense reimbursement requests via Concur for licensure or credentialing.
- Arranges travel for staff to include all pre-travel arrangements as well as preparing and processing expense reports upon return.
- Responsible for ordering various items such as, office and non-drugs supplies, business cards, printing requests, non-capital and controlled asset equipment, water, catering, coffee, and other items requests from various departments. Support the Financial team with requesting quotes, obtaining PO's, packing slips, returns, and provide required documentation for financial monthly reconciliation
- Maintains and organizes office or non-drugs supplies to meet safety compliance, and surplus stock inventory.
- Facilities/Maintenance and Other Support
- Coordinates and schedules facilities and maintenance requests and support for areas.
- Responsible for equipment relocation activity to MD Anderson Warehouse.
- Submits 4-Info requests for Computer issues. Schedules maintenance, repairs, and ordering of supplies for fax machines and copiers.
- Works with Operations Manager on strategic planning initiatives for administrative support staff including training recommendations, workflow/workload issues, and assignment changes when necessary.
- In collaboration with assigned area and/or operations manager, participates as member of project teams on divisional initiatives and events (e.g., National - Pharmacy Week, Employee Recognition Month, Divisional Town Hall).
Other duties as assigned.
COMPETENCIES
Inspire Trust - Show consistency among principles, values, and behavior; gain the confidence and trust of others.
Self-Adaptability - Work in situations involving uncertainty, shifting priorities, and rapid change; deal constructively with mistakes and setbacks; demonstrate flexibility.
Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.
Service Orientation
Provide service to our customers, including patients, patient caregivers, referring physicians and each other, in a reliable, responsive, safe, friendly and courteous manner.
Promotes inclusiveness and collegiality by demonstrating respect and professionalism to others at all times.
Models safe, ethical behavior, mitigating risk to the institution through sound business practices, and adherence to MD Anderson's Standards of Conduct, institutional policies, and procedures
Responds to requests in a timely manner, communicating expectations for procedures, service arrival, or project deliverables to patients and coworkers
Admits when wrong, apologize and take steps to resolve a situation to help to patients and coworkers before being asked.
REQUIREMENTS
Education: High school diploma or equivalent.
Preferred Education: Associates Degree or Bachelor's Degree.
Certification: None
Preferred Certification: None
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.
Preferred Experience: None
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
Administrative Functions
- Maintains & prioritizes daily appointment calendars, meetings, lectures, and seminars.
- Assists with calendar management and planning virtual, or in-person departmental and area-specific meetings for manager, assistant managers, and the various Committees and Subcommittees within the Division of Pharmacy. Coordinates room logistics and prepares all
documents associated with meetings such as agendas, minutes, and other complex tasks such as PowerPoint presentations, email communications, Excel spreadsheets, and using other Microsoft Office 365, and SharePoint site.
- Provides support to the Division of Pharmacy with annual competencies Power App review cycle, creating employees' profiles, follow up with managers and employee's acknowledgement, administrative review and final email sent to employee for competencies completion.
- Supports onboarding/separation efforts for new and transferred employees to the Division of Pharmacy which may include conducting a tour to their specific area, adding/removing employees to our email distribution lists or SharePoint sites, uniforms (scrubs) distribution, assisting with computer set up/collection in coordination with the program coordinators.
- Performs new employee tour area orientation for assigned departments. Issue lockers and keys as needed. Provides information to employees to resources such as: departmental attendance, timekeeping, payroll policy.
- Maintains personnel files for assigned departments, creates electronic and hard copy files. Serves as point of contact for gathering require documents for JCACHO HR personnel file audits. Assist managers with the collection of checklists or training/competencies requirements to place in employee's personnel file.
- Receives, screens and transfers calls using appropriate telephone etiquette; responds to telephone information requests with courtesy, accuracy, and respect for confidentiality. Determines urgency of calls and alerts the appropriate staff, immediately, of emergencies or potential problem situations. May serve as point of contact with emails triage to appropriate areas.
- Performs runs and coordinates mail distribution for all the departments within the Division of Pharmacy. Prepares shipping for letters, packages, and coordinates with admin staff collecting and/or delivering to the shipping docks or drop off shipping sites daily.
- Provide training and mentoring to the new administrative staff in the department. Creates standard operational procedures (SOP's), manuals, and maintains updates with admin staff for continuing training and collaboration.
- Assist with poster printing for Division of Pharmacy faculty, staff, residents, or trainees for educational, conferences or other events.
- May serve as Notary for Department and notarize forms for employees. Process affidavits for Pharmacy Records request for Agencies and Law Offices. - -- Completes Tax Summary Requests for Pharmacy customers, Agencies and Law Offices. May also notarize for Pharmacy licenses and if any Pharmacy employee needs pertaining documentation notarized.
- May collect signed authorization from patient or parent/legal guardian for release of information for their specific department and provides printed copy of released information to patient or parent/legal guardian.
- Act as a backup for other administrative support staff in the Division, as needed.
Kronos/Concur/ResourceOne
- Prepares Kronos time and attendance for assigned staff as well as employee time, attendance tracking reports and FMLA tracking. Completes monthly attendance logs violations for specific areas and maintain inform the Division timekeeping auditor when ready to send to tech
supervisors, assistant managers, and managers. Serves as a reviewer for assigned Divisional timekeeping codes. Provide support to employees interpreting timekeeping codes and policies and provide institutional contact resources.
- Prepares and submits staff expense reimbursement requests via Concur for licensure or credentialing.
- Arranges travel for staff to include all pre-travel arrangements as well as preparing and processing expense reports upon return.
- Responsible for ordering various items such as, office and non-drugs supplies, business cards, printing requests, non-capital and controlled asset equipment, water, catering, coffee, and other items requests from various departments. Support the Financial team with requesting quotes, obtaining PO's, packing slips, returns, and provide required documentation for financial monthly reconciliation
- Maintains and organizes office or non-drugs supplies to meet safety compliance, and surplus stock inventory.
- Facilities/Maintenance and Other Support
- Coordinates and schedules facilities and maintenance requests and support for areas.
- Responsible for equipment relocation activity to MD Anderson Warehouse.
- Submits 4-Info requests for Computer issues. Schedules maintenance, repairs, and ordering of supplies for fax machines and copiers.
- Works with Operations Manager on strategic planning initiatives for administrative support staff including training recommendations, workflow/workload issues, and assignment changes when necessary.
- In collaboration with assigned area and/or operations manager, participates as member of project teams on divisional initiatives and events (e.g., National - Pharmacy Week, Employee Recognition Month, Divisional Town Hall).
Other duties as assigned.
COMPETENCIES
Inspire Trust - Show consistency among principles, values, and behavior; gain the confidence and trust of others.
Self-Adaptability - Work in situations involving uncertainty, shifting priorities, and rapid change; deal constructively with mistakes and setbacks; demonstrate flexibility.
Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.
Service Orientation
Provide service to our customers, including patients, patient caregivers, referring physicians and each other, in a reliable, responsive, safe, friendly and courteous manner.
Promotes inclusiveness and collegiality by demonstrating respect and professionalism to others at all times.
Models safe, ethical behavior, mitigating risk to the institution through sound business practices, and adherence to MD Anderson's Standards of Conduct, institutional policies, and procedures
Responds to requests in a timely manner, communicating expectations for procedures, service arrival, or project deliverables to patients and coworkers
Admits when wrong, apologize and take steps to resolve a situation to help to patients and coworkers before being asked.
REQUIREMENTS
Education: High school diploma or equivalent.
Preferred Education: Associates Degree or Bachelor's Degree.
Certification: None
Preferred Certification: None
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.
Preferred Experience: None
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: 166572
- 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