Senior Administrative Assistant - Urology

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 Sr. Administrative Assistant (Sr. AA) at the Department of Urology in MD Anderson Cancer Center is a pivotal role providing comprehensive administrative support to department faculty members, with a particular focus on the Houston Area Location (HAL) faculty. In addition to managing critical administrative tasks such as travel arrangements and financial reimbursements, the Sr. AA plays a vital role in facilitating academic and research activities, including grant submissions, manuscript preparations, and conference coordination. This position also involves proactive involvement in departmental committees and external CME commitments, contributing significantly to the department's operational efficiency and patient care objectives.

KEY FUNCTIONS

DEPARTMENT OPERATIONS:

• Manage multiple complex projects, including composing and preparing various documents such as correspondence, agendas, and meeting announcements.

• Serve as the site administrator for the Urology Department SharePoint site, updating visual aids, maintaining site applications, and creating department-specific applications as needed.

• Conduct regular meetings with the Office Manager to discuss departmental needs, project status, and maintain a consistent dialogue for united focus.

• Assist in the development and maintenance of departmental processes to ensure operational efficiency.

• Support Office Manager in orientating and training new employees to uphold departmental standards and procedures effectively.

ADMINISTRATIVE DUTIES

• Coordinate travel arrangements and maintain travel records in the Concur system. Manage the calendar for department Faculty and provide backup support as needed.

• Assist faculty members with grant submissions, progress reports, and maintain grant files. Prepare and submit protocol submissions and amendments, including informed consents.

• Compose, edit, and format various documents, including memos, letters, curriculum vitae, grants, contracts, and reports. Prepare presentations for meetings and conferences.

• Establish budget controls for physicians by creating expenditure databases and providing monthly reports for budgeting purposes.

• Calculate expenses, prepare expense reports, and manage reimbursement requests. Maintain records of invoices, business expenses, and travel requests associated with faculty members' accounts.

• Serve as a backup to assigned physicians and handle main line calls for the department when necessary.

• Perform other duties as assigned to support departmental operations effectively.

WORKING CONDITIONS:

This position requires

Working in Office Environment: Yes

Working in Patient Care Unit (e.g., Nursing unit; outpatient clinic): No

Exposure to human/animal blood, body fluids, or tissues: No

Exposure to harmful chemicals: No

Exposure to radiation: No

Exposure to animals: No

PHYSICAL DEMANDS:

Indicate the time required to do each of the following physical demands

Standing: Occasionally 1-33%

Walking: Occasionally 1-33%

Sitting: Continuously 67-100%

Reaching: Occasionally 1-33%

Lifting/Carrying

• Up to 10 lbs: Occasionally 1-33%

• 10 lbs to 50 lbs: Never 0%

• More than 50 lbs: Never 0%

Pushing/Pulling

• Up to 10 lbs: Occasionally 1-33%

• 10 lbs to 50 lbs: Never 0%

• More than 50 lbs: Never 0%

Use computer/keyboard: Continuously 67-100%

REQUIRED EDUCATION: High School Diploma or equivalent.

PREFERRED EDUCATION : Bachelor's degree in business administration or related field.

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.

PREFERRED EXPERIENCE: Experience supporting faculty, calendar and travel experience, CVs/Biosketches, familiar with SAP Concur, professional in their written and oral communication, organized, technical knowledge and navigation skills with various applications (MS 360, Epic, database applications).

WORK SCHEDULE : This is a hybrid position and this individual must work on campus 30-40% of the time.

OTHER REQUIREMENTS: 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. ~~~

Additional Information

• Requisition ID: 167038

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Day/Evening, 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