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SummaryThe primary purpose of the Senior Administrative Assistant position is to perform complex administrative and secretarial duties requiring judgment within general guidelines. This position supports department administration, faculty, classified staff, and trainees as assigned. The Senior Administrative Assistant impacts department efficiency and productivity.Provides full administrative support to assigned faculty. Duties include, but are not limited to:· In collaboration with the faculty member, reviews project scopes to ascertain how best to provide administrative support. Helps assign time lines, assists, or handles data collection and reporting, and helps in assuring accuracy and timeliness related to project scope.· Develops and maintains information tracking tools; designs and implements document and information retrieval systems.· Facilitate the operation of office functions for assigned faculty, including the coordination of schedules and itineraries for visitors.· Composes correspondence: informal (notes, memos, and notices); formal (letters and official correspondence)· Prepares graphics, charts and tables, designs, and assembles material for presentations, initiates and compiles reports.· Proos departmental correspondence, reports, and presentations of a medical and scientific nature; edits for correctness, ease of understanding and proper formatting, including checking for correct APA format.· Manages all travel requests and formalities, as well as memberships and registrations. Completes and submits reimbursement paperwork within the 60-day deadline; 90 days for home internet/phone bills.· Performs accurate and timely calendar management.· Assist with tracking expense reports.· Manages PRS requests and reimbursements.· Assist with tracking Extramural Leave for faculty member and records physician's travel in appropriate database.· Maintains CV and inputs additional information as needed in the Faculty Information System (FIS)· Gathers materials for use in preparation of scientific reports, presentations, or publications.· Schedules and manages faculty member's meetings.· Sets up virtual meetings via virtual platforms and add alternative host if needed.· Secures room reservations and ensures proper room set-up.· Orders and confirms catering.· Ensures speaker confirmation.· Sends meeting invitations.· Creates agendas/sends.· Transcribes and sends minutes.· Follows up on action items.Prepares, coordinates, assembles, and submits grant packets and/or manuscripts, as required.· Assist faculty in processing grant applications, grant renewals, sponsored agreements, protocols, and other paperwork related to research efforts.· Holds knowledge of institutional and external forms and contacts to facilitate completion of projects and grants.· Collaborates with the departmental Grant team to ensure that adequate time is allowed for processing. Verifies accuracy of text and budget information, ensuring that all required forms are complete and in proper sequence.· Maintains current bio-sketches and other standard grant documents.· Collaborates with the departmental Grant team to help track progress, track renewal report deadlines, gather required documentation, and alerts faculty to ensure compliance with ongoing deadlines.· Maintains copy of grant(s) for the departmental file and provides copy to faculty.· Assembles and organizes research material into usable formats.· Prepares, types, and revises manuscripts when applicable utilizing specialized software (Microsoft Office Suite and EndNote)· Obtains required signatures and forwards to appropriate institutional departments for approval.· Submits manuscript(s) to Scientific Publications for review and editing prior to submitting to journal(s)· Provides research support.Departmental Support & Special Projects· Assists Administrative Director, Office Manager, and Department Administrator with special projects.· Mentors and assists with training of new Administrative Assistants· Assist with purchasing, picking up mail, distributing packages, making copies, faxing, as requested.· Function as back up coverage and assist other faculty as needed.· Respond to and assist with the needs of patients, customers, employees, vendors, etc.Financial Management· Maintains current knowledge of company 1 ,4, 8, and 9 expenditure and reimbursement guidelines.· Complies with institutional policy and procedure relating to monitoring and spending of funds· Prepares and submits timely and accurate reimbursement· Performs necessary calculations· Data entry, compiling financial information, and assisting faculty with reconciling accounts, as required· Ensure completeness and inclusion of all supporting documentation prior to submitting for approval· Monitors the receipt of reimbursement verifying the amount of check against the documentation· Posts and tracks PRS expenses and works closely with the departmental finance team to avoid exceeding allotment· Provides finance team with support documentation
Other Duties as assigned
Required Education:High school diploma or equivalent.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 working with multiple clinical faculty, experience working in a fast pace environment, prefer someone to hit the ground running.Work Schedule:This is a hybrid onsite/remote position that requires to be onsite 2-3 days per week.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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.htmlAdditional Information
Requisition ID: 168779
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
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