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MD Anderson Cancer Center Senior Administrative Assistant - Radiation Oncology - Clinical in Houston, Texas

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

The primary purpose of the Sr . Administrative Assistant position is to support the Department Chair in Radiation Oncology.

The Ideal Candidate will have experience supporting Faculty, Department Chairs and Division Heads.

Performs complex administrative duties. Composes formal and informal correspondence. Creates and formats presentations. Coordinates human resources activities for the department. Interprets institutional policies for employees. Monitors and balances company center budget activity. Ensures timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process. Participates and assists in the patient care process by handling telephone calls from patients, referring physicians, care centers and new patient referral. Assists the faculty in building or maintaining their referral practice by providing professional and supportive assistance to new patients and referring physicians. Coordinates and maintains trainee, fellowship, observer and/or visitor programs for the department. Responsible for departmental purchasing. Develops and determines priorities and monitors status of special project. Directs and coordinates all project activities through delegated subordinates and establishes budget control systems to control expenditures. Special projects including planning and implementing information systems and/or grant and contract preparations. Assists in strategic planning for department. Coordinates functions including maintenance of physical plant, physical inventory and space planning.

Key Functions

Schedules interviews with potential candidates for educational and classified positions. Collects interview comments.

Maintains staff schedules for vacations, sick leave, and absences.

Schedules meetings, classes, seminars, symposiums and conferences.

Responsible for conference room booking via Division sources or Conference Services.

Coordinates catering for various meetings.

Responsible for scheduling and coordinating high attendance events. May require some overtime and/or weekend work.

Schedules seminars and workshops. Arranges events at the institutional level. Includes writing seminar announcements, planning advertising, catering, and visitor travel.

Schedules candidate interviews: coordinates seminars, travel arrangements, and collects interview comments.

Finance:

Posts and tracks fiscal expenditures for PRS and Chairman's funds and grant cost centers. Monitors expenses to ensure cost centers are not over-expended. Must comply with policies and procedures for various funding sources when processing reimbursements and travel.

Processes and tracks purchase requisitions, check requests, expense reports, and petty cash receipts.

Travel:

Coordinates travel for staff including registrations, hotel accommodations, and transportation. Collects receipts, completes and submits travel reimbursements according to division/institutional travel procedures.

Leadership:

Meetings:

a. Faculty Staff Meetings: Collects agenda items; prepare additional copies for staff, assists with making arrangements for lunch.

b. Monthly Division Leadership Meetings: Coordinates agenda and scheduling with all participants.

Annual Staff Evaluations: Assists as instructed by Division Executive.

Additional functions associated with society boards.

Assists with special projects

Education

Required : High school diploma or equivalent.

Experience

Required : 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.

Preferred: Previous experience working with Faculty, Department Chairs and Heads.

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: 133115

  • Employment Status: Full-Time

  • Employee Status: Regular

  • FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)

  • Work Week: Days

  • Fund Type: Hard

  • Pivotal Position: No

  • Minimum Salary: US Dollar (USD) 38,800

  • Midpoint Salary: US Dollar (USD) 49,500

  • Maximum Salary : US Dollar (USD) 60,200

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