The primary purpose of the Senior Administrative Assistant position is to support one or more faculty members and/or supervisors by organizing and coordinating assigned activities and perform varying and extensive complex secretarial duties. The position requires judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills in and outside the department.

　　KEY FUNCTIONS:

　　Supports program operations:

　　Administratively support programmatic operations as well as assigned tenure-track faculty members and program staff. Complex administrative responsibilities as well as assisting with meeting agendas and minutes, typing, photocopying, composing /editing proofreading, answering telephones, maintaining calendars and electronic filing system, maintaining effective working relationships with faculty, staff, supervisors and the public. Must demonstrate ability to maintain confidentiality, to execute any standard clerical duties, and ability to use independent judgment and analysis to gather facts and to determine appropriate solutions.Arranges meetings according to faculty and department administrator's specifications, including booking rooms, catering, and reserving equipment. Attends meetings as required and prepares and distributes meeting agendas and minutes as requested.

　　Assist in coordinating human resources activities for the department, to include tracking institutional mandatory training and Anderson Award goal

　　achievement status.

　　Acts as the primary contact for new hires into the department. Meets new hires onsite to conduct departmental orientation, distributes office key, office supplies and assists with setting up phone, obtaining computer equipment and requesting badge access for all new hires.

　　Acts as primary Kronos timekeeper and oversees leave requests for the department. This involves tracking all requested leave (vacation, sick, FMLA, admin leave, etc.) and assuring required paperwork is completed on time.

　　Coordinates departmental activities (i.e., annual department holiday parties/luncheons) and routine meetings (quarterly departmental meetings, monthly faculty meetings, quarterly project manager meetings, support staff meetings, etc.).

　　Maintains the departmental website as outlined in the DCPPS Content Manager Role and Responsibility Guidelines.

　　CV, biosketch, other support documents and publications:

　　Generate, revise, and update Curriculum Vitae, biosketch, and other support/reference material for assigned faculty members. Maintain revisions to professional documents, bibliographic libraries, and grant-related documentation. Add new references, download abstracts from Ovid (MEDLINE, Cancerlit, and other library databases), search and retrieve research articles or documents from sources within and outside of the institution, organize filing system for library.Calendar coordination, travel and expense:

　　Reviews calendars for accuracy to coordinate travel arrangements for assigned faculty, department administrator, and staff; arranges airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures.Purchasing:

　　Completes the entry and/or processing of check requests, travel requests, print shop/purchase requisitions, order forms/requisitions, travel reimbursements (i.e. ready for authorized signature). Prepare reimbursement requests for outside lectures. Must communicate project status (completion or delays) to manager as required. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor/PI and co-workers.Financial transactions and reconciliation:

　　Record and track financial transactions for various accounts, particularly those related to Physician Referral Service (PRS), Start-up, Grants, and Tobacco funds.

　　Acts as the back-up Pro Card holder and buyer to include appropriate approvals, receipt of goods and financial reconciliation.

　　Acts as primary buyer for department. Orders general supplies for the entire department and helps to assure that adequate office supplies are stocked and available at all times.

　　Other duties as assigned.

　　EDUCATION:

　　Required: High school diploma or equivalent.

　　Preferred: Associate's degree or Bachelor's degree.

　　EXPERIENCE:

　　Required: 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 supporting faculty.

　　OTHER:

　　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: 165071

　　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

　　#LI-Hybrid