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Admin/Clerical Support
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Gen Onc Department 600312
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146598 Requisition #
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Position Title:            Administrative Assistant

Department:               General Oncology

Division:                     Cancer Medicine

Reports to:                 Administrative Coordinator

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 Administrative Assistant position is to provide complex administrative support and secretarial duties requiring independent judgment within general guidelines.  Involves problem solving, reasoning, independent decision-making, analyzing, planning and communicating orally and in writing.

Core Values

Caring Behaviors

  • Courtesy: Is respectful and courteous to each other at all times
  • Friendliness/Teamwork: Promotes and rewards teamwork and inclusiveness; Is sensitive to the concerns of our patients and our co-workers

Integrity Behaviors

  • Reliability: Communicates frequently, honestly and openly
  • Accountability: Holds self and others accountable for practicing our values
  • Safety: Notices a safety concern and brings it to someone’s attention; Models safe behaviors (wears badge, washes hands, keeps work area clean and orderly); Mitigates risk to the institution through sound business practices

Discovery Behaviors

  • Responsiveness: By his/her actions, creates an environment of trust; Encourages learning, creativity and new ideas
  • Personal Leadership/Self-Initiative: Helps others to identify and solve problems; Seeks personal growth and enables others to do so

Key Functions

Faculty Support

  • Provides administrative support for the faculty in the Department of General Oncology. This includes but is not limited to:
    • Managing domestic and international travel in institutional travel management system (Concur),
    • Faculty Information System (FIS) maintenance
    • CV updates
    • Submissions of expenses for reimbursement
    • PRS reconciliations
    • Calendar scheduling
  • Supports the faculty to schedule, make travel arrangements and special projects assistance for the department.
  • Creates and maintains program files, compile reports and other project information.
  • Composes formal and informal correspondence, including, but not limited to, creating and formatting presentations.
  • Maintains e-mail groups and label lists for marketing projects and mail-outs to all internal departments, work groups, and other program participants
  • Participates in the distribution and inventory maintenance of print materials
  • Assisting with timekeeping
  • Licensures/memberships renewals

Miscellaneous/Departmental Support

  • Provide excellent customer service to departmental visitors
  • Managing conference room(s)
  • Make reservations for lunch/dinner meetings
  • Maintains e-mail distribution lists
  • Prepares supplies for all events and heads on-site logistical set-u
  • Manages sign-in sheets/registration for event(s)
  • Assist with conference needs
  • Attends meetings, prepares agendas, and reports minutes
  • Participates in departmental administrative staff meetings
  • Completes other duties as assigned
  • Supports Department Chair and Department Administrator
  • Preparing and processing purchasing requisitions

Core Competencies

  • IC – Self-Adaptability:
    • Work in situations involving uncertainty, shifting priorities, and rapid change
    • Deal constructively with mistakes and setbacks
    • Demonstrate flexibility
  • IC – Self-Motivation:
    • Set high standards of performance
    • Pursue goals with energy and persistence
    • Drive for results and achievement
  • IC – Written Communication:
    • Convey information clearly and concisely through both formal and informal documents
    • Adapt writing style to fit the audience
  • IC – Analytical Thinking:
    • Gather relevant information systematically
    • Break down problems into simple components
    • Make sound decisions
  • IC – Team With Others:
    • Encourage collaboration and input from all team members
    • Value the contributions of all team members
    • Balance individual and team goals

 

Education

   Required:                   

High school graduate or equivalent.  Specialized training in secretarial skills (such as word processing and business). 

    Preferred: 

Bachelor’s degree.  Two (2) years of formal secretarial training from an approved business or secretarial school.

 

License/Certification

           

Required:        None

            Preferred:        Certified Professional Secretary

Experience

         

Required:        Four (4) years secretarial experience including advanced secretarial duties.

            Preferred:        Seven (7) years of advanced administrative support experience.

 

Working Conditions

This position requires:

 

 

 

Working in Office Environment

______ No

__x___ Yes

 

Working in Patient Care Unit (e.g. Nursing unit; outpatient clinic)

__x___ No

______ Yes

 

Exposure to human/animal blood, body fluids, or tissues

__x___ No

______ Yes

 

Exposure to harmful chemicals

__x___ No

______ Yes

 

Exposure to radiation

__x___ No

______ Yes

 

Exposure to animals

__x___ No

______ Yes

 

Physical Demands

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

 

Time Spent

Never

0%

Occasionally

1-33%

Frequently

34-66%

Continuously

67-100%

 

Standing

 

 

x

 

 

Walking

 

 

x

 

 

Sitting

 

 

x

 

 

Reaching

 

 

x

 

 

Lifting/Carrying

 

Up to 10 lbs.

 

x

 

 

 

 

10lbs to 50 lbs.

 

x

 

 

 

 

More than 50 lbs.

x

 

 

 

 

Pushing/Pulling

 

Up to 10 lbs.

 

x

 

 

 

 

10lbs to 50 lbs.

 

x

 

 

 

 

More than 50 lbs.

x

 

 

 

 

Use computer/keyboard

 

 

x

 

 

 

 

 

 

High school diploma or equivalent. Four years of administrative/secretarial experience. With preferred degree, no experience 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

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