Senior Administrative Assistant

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 primary purpose of the Senior Administrative Assistant position is to perform complex administrative and secretarial support functions for Diagnostic Imaging Nursing- Director. Responsibilities include using independent judgment related to situations often sensitive and confidential in nature. Responsibilities may also include composing internal and external correspondence, timekeeping using the Kronos system, assisting with coordination of special projects, travel arrangements, processing reimbursement requests, coordination of nursing staff recruitment, coordination and follow-through of events and meetings, and general administrative duties including but not limited to answering telephones, faxing, filing, and photocopying. Provide back-up support to Administrative Office Manager, who supports the Division Administrator.

The primary purpose of the Senior Administrative Assistant position is to perform complex administrative and secretarial support functions for Diagnostic Imaging Nursing- Director. Responsibilities include using independent judgment related to situations often sensitive and confidential in nature. Responsibilities may also include composing internal and external correspondence, timekeeping using the Kronos system, assisting with coordination of special projects, travel arrangements, processing reimbursement requests, coordination of nursing staff recruitment, coordination and follow-through of events and meetings, and general administrative duties including but not limited to answering telephones, faxing, filing, and photocopying. Provide back-up support to Administrative Office Manager, who supports the Division Administrator.

CORE VALUES

*Caring: * By our words and actions we demonstrate caring toward everyone.

• We are sensitive to the concerns of our patients, their loved ones and our colleagues.

• We are respectful and courteous to each other and practice cultural humility.

• We promote and reward teamwork.

*Integrity: * We work together with professionalism to merit the trust of our colleagues and those we serve in all that we do.

• We hold ourselves, and each other, accountable for our work - decisions and data - and for practicing our values and ethics.

• We advocate for our workforce, for those we serve and for our community.

• We communicate frequently, honestly, openly and responsibly.

*Discovery: * We embrace creativity and seek new knowledge from all perspectives.

• We encourage continuous learning, seeking out information and new ideas.

• We team with each other to identify and resolve problems.

• We seek personal growth and enable others to do so.

*Safety: * We provide a safe environment - physically and psychologically - for our patients, for our colleagues and for our community.

• We create a sense of security and empowerment and are committed to keeping one another free from harm.

• We embrace a framework and best practices for the highest quality of care and service.

• We inspire trust by modeling excellence in our work and acceptance of each person's contributions.

*Stewardship: * We protect and preserve our institutional reputation and the precious resources - people, time, financial and environmental - entrusted to us.

• We prioritize the health and well-being of each other.

• We act responsibly to safeguard the institution's finances.

• We ensure the proper care and use of time, data, materials, equipment and property afforded to us.

JOB SPECIFIC COMPETENCIES

Clerical Support 1. Manages calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Processes accurate and timely travel expense reports and check requests to ensure that faculty or administrative members are reimbursed promptly. Completes and submits accurate and timely leave forms to ensure documents are approved prior to date of leave. Verifies with timekeeper that information is correctly entered.

1. Maintains electronic calendar for assigned faculty/administrator using appropriate software; generates daily printed calendar; makes, changes, and cancels appointments as required; provides up-to-date information. Ensures that faculty members or administrator receive appropriate and timely reminders of appointments.

2. Manages calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Processes accurate and timely travel expense reports and check requests to ensure that faculty or administrative members are reimbursed promptly. Completes and submits accurate and timely leave forms to ensure documents are approved prior to date of leave. Verifies with time keeper that information is correctly entered.

3. Maintains electronic calendar for assigned faculty/administrator using appropriate software; generates daily printed calendar; makes, changes, and cancels appointments as required; provides up-to-date information. Ensures that faculty members or administrator receive appropriate and timely reminders of appointments.

4. Composes and types memos, letters, and reports as requested. Types and/or edits abstracts, manuscripts, grants, and other complex documents according to specific formats. Transcribes meeting minutes, manuscripts, articles, article reviews and other documents as requested. Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system.

5. Provides telephone coverage, answering calls in a clear, pleasant and understandable manner. Screens calls and directs as appropriate in a polite and professional manner. Responds helpfully to callers' inquiries; promptly communicates accurate and complete messages.

6. Takes/retrieves packages and mail, including but not limited to UPS, FedEx, Airborne, USPS priority and "black box" institutional courier deliveries. Sorts and distributes mail in timely fashion.

7. Interfaces with the information systems support group to resolve computer hardware and software problems within the department.

8. Type and self-correct correspondence resulting in 95%+ on se.

**Director of Operations/Associate Director/Nursing Staff Support **

1. Prepares and processes the DI Ordering Template and enters a copy of the purchase requisition in a departmental database. Backup documentation of any purchases or expenditures must be filed on in a designated binder/file for account reconciliation purposes.

2. Assists with coordinating meetings, lectures, and the clinical schedule.

3. Edits and proofreads documents for errors and consistencies.

4. anually selecting the author position, manually inputting the journal impact factor, and manually selecting the output editor.

5. Maintains and keeps track of professional licensure and membership renewal dates on an on-going basis.

6. Logs and reviews expenditures on individual development spreadsheets.

7. Composes correspondence.

** Clerical Support ** Ordering and Reimbursement

1. Creates/submits electronic check requests or Concur reimbursements.

2. Creates and submits complete and accurate requisitions for issuance of purchase orders utilizing the DI Ordering Template.

3. Posts and tracks expenses to the appropriate accounting spreadsheet.

4. Organizes and maintains inventory of supplies in stock and submits requests for new office supply orders when appropriate. Orders office supplies as needed. Evaluates and recommends purchases of office supplies/equipment for departmental clinical and/or research operations

5. Logs and reviews expenditures of assigned physicians/departmental/divisional funding and provides documentation as needed for the monthly reconciliation of reports. 1. Manages calendar and coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Processes accurate and timely travel expense reports and check requests to ensure that faculty or administrative members are reimbursed promptly. Completes and submits accurate and timely leave forms to ensure documents are approved prior to date of leave. Verifies with time keeper that information is correctly entered.

6. Maintains electronic calendar for assigned faculty/administrator using appropriate software; generates daily printed calendar; makes, changes, and cancels appointments as required; provides up-to-date information. Ensures that faculty members or administrator receive appropriate and timely reminders of appointments.

7. Composes and types memos, letters, and reports as requested. Types and/or edits abstracts, manuscripts, grants, and other complex documents according to specific formats. Transcribes meeting minutes, manuscripts, articles, article reviews and other documents as requested. Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system.

8. Provides telephone coverage, answering calls in a clear, pleasant and understandable manner. Screens calls and directs as appropriate in a polite and professional manner. Responds helpfully to callers' inquiries; promptly communicates accurate and complete messages.

9. Takes/retrieves packages and mail, including but not limited to UPS, FedEx, Airborne, USPS priority and "black box" institutional courier deliveries. Sorts and distributes mail in timely fashion.

10. Interfaces with the information systems support group to resolve computer hardware and software problems within the department.

11. Type and self-correct correspondence resulting in 95%+ on se

**Departmental Support **1. Meets deadlines.

1. Follows established department, division, and institutional guidelines.

2. Impacts departmental efficiency and productivity by supporting faculty and administrative staff within the department.

3. Serves as one of the primary timekeepers within Kronos.

4. Performs mathematical computations and utilizes spreadsheets.

5. Participate in process improvement

6. Recertification paperwork.

** Director of Operations/Associate Director/Nursing Staff Support ** 1. Prepares and processes the DI Ordering Template and enters a copy of the purchase requisition in a departmental database. Backup documentation of any purchases or expenditures must be filed on in a designated binder/file for account reconciliation purposes.

1. Assists with coordinating meetings, lectures, and the clinical schedule.

2. Edits and proofreads documents for errors and consistencies.

3. anually selecting the author position, manually inputting the journal impact factor, and manually selecting the output editor.

4. Maintains and keeps track of professional licensure and membership renewal dates on an on-going basis.

5. Logs and reviews expenditures on individual development spreadsheets.

6. Composes correspondence.

** Ordering and Reimbursement ** 1. Creates/submits electronic check requests or Concur reimbursements.

1. Creates and submits complete and accurate requisitions for issuance of purchase orders utilizing the DI Ordering Template.

2. Posts and tracks expenses to the appropriate accounting spreadsheet.

3. Organizes and maintains inventory of supplies in stock and submits requests for new office supply orders when appropriate. Orders office supplies as needed. Evaluates and recommends purchases of office supplies/equipment for departmental clinical and/or research operations

4. Logs and reviews expenditures of assigned physicians/departmental/divisional funding and provides documentation as needed for the monthly reconciliation of reports.

** Departmental Support ** Other duties as assigned

COMPETENCIES

Oral Communication - Express ideas clearly and concisely in groups and one-to-one conversations; create an environment with open channels of communication.

Self-Confidence - Recognize own knowledge, skills, and abilities; respond to challenging situations with confidence; understand limits in self.

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.

Written Communication - Convey information clearly and concisely through both formal and informal documents; adapt writing style to fit the audience.

With Drive , you see that you can serve as a leader whether you have a formal leadership role or not. You tackle problems, move past setbacks and hardships, and don't lose sight of your goals. (Competencies: Self-Confidence, Analytical Thinking, Innovative Thinking, Technical Expertise)

You demonstrate *Professionalism *by setting the example for others and consistently modeling MD Anderson's values and service standards. You communicate effectively in a variety of ways. (Competencies: Inspire Trust, Oral Communication, Written Communication)

Through Emotional Intelligence , you maintain awareness of your own emotions and the emotions of those around you. Use nonverbal cues and feelings to engage others in a responsive way. (Competencies: Active Listening, Teaming, Self-Reflection)

Having *Coachability *means you are engaged in relentless learning. You constantly ask questions and stay curious. You understand that the organization constantly evolves, and you should as well. (Competencies: Develop Oneself, Adaptability

EDUCATION

• Required: High School Diploma or Equivalent

• Preferred: Associate's Degree or

• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 5 years Administrative/secretarial experience. or

• Required: 3 years Required experience with Associate's degree. or

• Required: 1 year Required experience with Bachelor's degree.

*OTHER REQUIREMENTS: *Must pass pre-employment skills test as required and administered by Human Resources.

The University of Texas MD Anderson Cancer Center offers excellent tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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: 181237

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 45,500

• Midpoint Salary: US Dollar (USD) 57,000

• Maximum Salary : US Dollar (USD) 68,500

• 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

#LI-Hybrid