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Administrative Assistant - Clinical Cancer Prevention

📁
Admin/Clerical Support
💼
Clinical Cancer Prevention 201200
📅
146440 Requisition #
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The primary purpose of the 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 requiring considerable responsiveness to management and staff needs in an academic setting in support of the Faculty and their research staff. The position requires judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills in and outside the department.

JOB SPECIFIC COMPETENCIES

 

 

Administrative Operations  
*Calendar Management: May provide assistance with administrative and operational activities of a complex nature. Organizes meetings, arranges catering, and provides logistical support for meetings/conferences. This includes coordinating attendees' calendars, typing agenda, scheduling catering, producing flyers, reserving visual and audio materials, etc.  Coordinate receptions and annual department celebrations (facilitate site selection, work with caterer in preparation of menu, produce flyers, etc.)  Set up appointments, record pertinent events and functions to calendar.

*Communication: He/she must be able to understand and respond to telephone conversations with physicians and other members of the health care team, both within and outside of the institution.  He/she must be able to clearly write and/or clearly communicate verbally person-to-person or over the telephone.  Work closely with Office Manager to review departmental workflow and to review use of resources to promote attainment of routine and other priorities. Assist Administrative Assistants to determine priorities by clarifying assignments and by communicating with staff.  Demonstrate ability to create working teams to share workload as necessary and to encourage staff input into process development.

* Travel Management:  Reviews calendars for accuracy to coordinate travel arrangements for assigned physicians; 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/Reimbursement Requests:  Completes the typing and/or processing of check requests, travel requests, print shop/purchase requisitions, order forms/requisitions, travel requests/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/physician and co-workers. Completes forms for license renewal of assigned physician. Completes medical/specialty society applications for assigned staff.

* Accurately processes licensure, medical, and specialty society applications and/or renewals. 

 

 

Administrative Coordination 
* Manuscripts/CV/Protocols/Other Support/ Grant Submissions: Must maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the Faculty Information System (FIS) on computer via keyboard. Coordinates manuscript/protocol/grant submissions by organizing and compiling required forms and sections as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attends and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software. Maintains master files, requiring continuous revisions to documents, bibliographic libraries, shared resource database and grant/protocol/other support/manuscript documentation.

* Project Coordination: Directs and coordinates all project activities and phases of assigned projects through delegated faculty or the Office Manager.

* General Coordination: Faculty & Trainee Recruitment: Assists in faculty and trainee  recruitment by acting as the contact person. Arranges travel and accommodations if appropriate. Prepares meeting agendas. Ensures all expenditures are processed according to institutional guidelines.

 

 

 

 

Reconciliation  
* Maintains and reconciles faculty development funds PRS and all company centers that roll-up to the assigned faculty.  Documents all expenses and accurately prepares all expense reimbursements according to institutional guidelines. 

Other duties as assigned

 

COMPETENCIES


Develop Oneself - Pursue learning and self-development; actively seek feedback; transfer learning into next steps; set high standards of performance; drive for results and achievement.

Oral Communication - Express ideas clearly and concisely in groups and one-to-one conversations; create an environment with open channels of communication.

Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.

 

With Inclusion, you understand that your ideas and contributions are valued.  You promote the same for others.  You address your own biases while promoting diversity and equity. (Competencies: Cultural Humility, Cultural Awareness, Cultural Intelligence)

With Drive, you see that you can serve as a leader whether you have a formal leadership role or not.  You tackle problems, move past setbacks and hardships, and don’t lose sight of your goals. (Competencies: Self-Confidence, Analytical Thinking, Innovative Thinking, Technical Expertise)

You demonstrate Professionalism by setting the example for others and consistently modeling MD Anderson’s values and service standards.  You communicate effectively in a variety of ways. (Competencies: Inspire Trust, Oral Communication, Written Communication)

Through Emotional Intelligence, you maintain awareness of your own emotions and the emotions of those around you.  Use nonverbal cues and feelings to engage others in an inclusive and responsive way. (Competencies: Active Listening, Teaming, Self-Reflection)

Having Coachability means you are engaged in relentless learning.  You constantly ask questions and stay curious.  You understand that the organization constantly evolves, and you should as well. (Competencies: Develop Oneself, Adaptability).

 

WORKING CONDITIONS

 

Frequency

Deadlines
Noise
Operating Equipment
Physical Proximity
Sedentary Environment
Working on uneven/slippery surface

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Occasionally 11-33%
Occasionally 11-33%
Occasionally 11-33%
Constant 67-100%
Seldom 3-10%

 

PHYSICAL DEMANDS

 

Frequency

Weight

Balancing
Carrying
Depth Perception
Eye/Hand Coordination
Handling
Keyboarding
Neck Movements
Pushing/Pulling
Reaching
Sitting
Standing
Visual Acuity
Walking
Wrist Motion

Occasionally 11-33%
Seldom 3-10%
Occasionally 11-33%
Frequent 34-66%
Occasionally 11-33%
Constant 67-100%
Constant 67-100%
Seldom 3-10%
Occasionally 11-33%
Constant 67-100%
Occasionally 11-33%
Frequent 34-66%
Occasionally 11-33%
Frequent 34-66%

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5-10 lbs
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--
--
--
--
5-10 lbs
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--
--
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COGNITIVE DEMANDS

 

 

Analytical Ability
Appropriate Behavior
Attention to detail
Comprehending
Critical Thinking
Following Instructions
Interpersonal Skills
Oral Communication
Multitasking
Organizing
Problem Solving
Mathematical Skills/Reasoning
Reading Skills/Comprehension
Selective Attention
Working Alone
Written Communication

 

 

 

 

 

 

 

 

EDUCATION:
Required: High school diploma or equivalent.

Preferred: Bachelor's degree. 

EXPERIENCE:
Required: Four years of administrative/secretarial experience. With preferred degree, no experience required.

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

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