Administrative Assistant

The Investigational Cancer Therapeutics (ICT) department at MD Anderson Cancer Center focuses on early-phase clinical trials for new cancer drugs and provides training opportunities for future researchers. It offers patients new treatment options, conducts molecular profiling to match patients with targeted therapies, and has a fellowship program for training in early drug development. The department is also involved in other initiatives, such as the Cancer Focus Fund, which provides investment for promising therapies, and collaborations to develop novel treatments like CAR T-cell therapy. 

The primary purpose of the Administrative Assistant position is to perform complex administrative and secretarial duties requiring sound judgment, attention to detail, and the ability to anticipate needs within general guidelines. Directly impacts departmental efficiency and productivity and may provide high-level support to the department chair or physicians. Requires strong critical thinking skills, flexibility in managing shifting priorities, and the ability to approach work with a broad, organizational perspective. Demonstrates initiative, identifies opportunities to enhance efficiency, and maintains discretion and professionalism in all interactions.

Key Functions:

Administrative Support to Assigned Faculty, MLPs, and Fellows:
* Provides comprehensive administrative support to assigned faculty, mid-level providers (MLPs), and fellows to ensure efficient daily operations.
* Manages complex calendars, coordinates meetings and appointments, and oversees travel arrangements, including itinerary preparation and reimbursement requests.
* Maintains up-to-date faculty documents such as curriculum vitae (CV) in the Faculty Information System (FIS), NIH-format Biographical Sketches, Other Support documents, and PRS account balances.
* Prepares and edits correspondence, meeting materials, and reports with a strong command of written and verbal communication.
* Attends meetings, records and distributes minutes, and follows up on action items as assigned.
* Organizes, maintains, and improves filing and record management systems to ensure easy access to information.
* Places and tracks orders for standard supplies and materials (e.g., lab coats, business cards, pagers).

Report and Presentation Preparation:
* Compiles and organizes materials for use in preparing scientific reports, manuscripts, speeches, presentations, and articles.
* Tracks and ensures the timely submission of required documents related to manuscripts and grants by monitoring progress, notifying investigators, and initiating follow-up actions as needed.
* Prepares agendas, reports, and supporting materials for meetings and presentations.
* Creates and formats financial, statistical, and textual reports using Microsoft Office applications.
* Designs and produces slide presentations in PowerPoint and other relevant platforms.
* Transcribes dictation or drafts correspondence, reports, memorandums, and other documents of a medical or scientific nature with accuracy and attention to detail.
* Follows up to ensure the timely completion of assignments and deliverables.

Administrative Support for Department Operations:
* Provides general administrative support to department leadership, faculty, and staff to ensure efficient daily operations.
* Answers and routes telephone calls, greets visitors, and provides professional and courteous assistance to internal and external contacts.
* Completes and routes departmental and institutional forms accurately and in compliance with established procedures.
* Orders and maintains office supplies and equipment in accordance with department and institutional policies.
* Coordinates meetings, including scheduling, reserving conference rooms, arranging catering, and managing shared departmental resources and equipment.
* Assists with special projects and provides coverage for other administrative staff during absences.
* Composes and edits correspondence, reports, and other documents, demonstrating strong written and verbal communication skills.
* Organizes and disseminates information clearly and follows up to ensure timely completion of assignments.
* Communicates regularly with the department administrator regarding activities, priorities, and developments.
* Represents the department professionally and fosters positive relationships with faculty, staff, and external partners.

Grant Support and Documentation:
* Collects up-to-date information from co-investigators to prepare Biographical Sketches, Other Support documents, and Key Personnel reports.
* Coordinates grant-related meetings, including scheduling, reserving conference rooms, arranging catering, and preparing agendas.
* Distributes meeting materials, agendas, and minutes to investigators in a timely and organized manner.

Other duties as assigned.

The performance for all expected outcomes is measured by observation by supervisor, reports from faculty and co-workers, the accuracy and timeliness of work produced, and the demonstrated ability to effectively work under stress.  The position also requires one to anticipate needs, to recognize situations requiring assistance and have the ability to refer or perform any necessary tasks, and to comprehend the goals of the department/program and take the initiative in making decisions and taking actions to further these goals.

Required Abilities and Skills:
* Demonstrates professionalism in all interactions and the ability to work independently while exercising sound judgment.
* Strong verbal and written communication skills, with a command of the English language, including spelling, grammar, and clear expression in face-to-face, telephone, and written correspondence.
* Strong organizational skills, attention to detail, and critical thinking abilities to prioritize tasks and manage competing demands effectively.
* Proficiency with personal computers, including word processing, spreadsheets, databases, and graphics software, and the ability to quickly learn and master new programs using available resources.
* Skilled in operating office equipment, including telephone systems, photocopiers, facsimile machines, printers, and calculators, and capable of performing routine maintenance and troubleshooting.
* Ability to maintain an organized and functional work environment, including filing, record management, and handling physical tasks such as bending, stooping, reaching, walking, extended standing or sitting, and lifting up to 15 pounds as needed.
* Capable of organizing, assimilating, and disseminating information clearly, ensuring effective communication across the department and with external contacts.