SUMMARY

The primary purpose of the Sr. Administrative Assistant is to provide highly responsible administrative support to the Clinical Infrastructure Department, specifically the Clinical Capital Portfolio Management team. The Sr. AA performs complex administrative and secretarial duties that involve problem-solving, reasoning, independent decision-making, analyzing, planning, and communicating orally and in writing, impacting departmental efficiency and productivity.

JOB SPECIFIC COMPETENCIES

Sr. Administrative Assistant opportunity in the Clinical Infrastructure Admin department. The ideal candidate must have a high school diploma or equivalent and at least five years of administrative/secretarial experience.

Prefer candidates with experience using Microsoft Office Suite, who possess clear written and verbal communication skills. Capable of working well both independently and as part of a team, task-oriented, and highly organized. Capable of multitasking, solving problems, and proficient in efficiently managing multiple calendars

Shift: Monday - Friday 8:00 am - 5:00 pm

Major Administrative Activities

Coordinates daily administrative aspects of the workflow and assures timely completion for the (2) Directors, (4) Sr Clinical Strategic Portfolio Planners, (4-5) Project Directors, Clinical Strategic Infrastructure Projects including maintaining daily calendar of appointments, scheduling meetings, preparing/distributing agendas and minutes for meetings as requested, assisting with preparation of professional quality presentations, preparing and maintaining correspondence, reports, and spreadsheets.

Works proactively to anticipate and prepare materials needed for meetings, appointments, correspondence, telephone calls, and teleconferences and to follow up on calendaring and outstanding issues.

Coordinates conference and travel activities (domestic and international) including registration, lodging and airline reservations, ensuring compliance with state and institutional regulations.

Collects receipts, completes expense reports, and submits accurate and timely travel reimbursements according to department/institutional travel procedures using Concur.

Prioritizes work appropriately based on importance and deadlines.

Facilitates resolution of matters requiring the Executive Director and Directors' attention. Assesses inquiries directed to the Clinical Infrastructure leadership team and determines the proper course of action.

Coordination of Departmental Activities

Attends and coordinates various institutional meetings as necessary. Handles associated logistics, including catering, room accommodations, agenda audiovisual requirements, etc. and records, prepares and distributes meeting agendas and minutes.

Manages office inventory to include maintaining Asset Management documentation and Computer Equipment Management System (CEMS) to comply with institutional guidelines.

Facilitates and oversees all aspects of the Clinical Infrastructure office events including communication, invitations, catering, room reservations, decorations, set-up, and take-down.

Under the direction of the Executive Director and Director, provide ePAF facilitation and approvals.

Maintains financial records as directed. Monitors and reconciles chartfield string activity ensuring all purchases are justified and within institutional departmental guidelines. Monitors and reviews foreign travel and travel expenses on behalf of the Chief Medical Executive ensuring compliance with institutional and departmental guidelines.

Serves as Kronos timekeeper.

Maintains departmental personnel files in compliance with Joint Commission standards on behalf of the assigned executive(s).

Conducts annual inventory for department as necessary.

Highly dependable and responsible, requires ability to work independently and complete assignments with minimal oversight.

EDUCATION

Required: High school diploma or equivalent. 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: Associate's or Bachelor's degree

EXPERIENCE

Required: Five years of administrative/secretarial experience.

Preferred: Five years of administrative/secretarial experience in an oncology clinical/hospital setting.

Required: 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.html

Additional Information

Requisition ID: 170071

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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