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Administrative Assistant - Pathology

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Admin/Clerical Support
💼
Pathology 710413
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128623 Requisition #
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JOB SPECIFIC COMPETENCIES


Administrative Create, submit, and track patient material using appropriate institutional, divisional, and/or departmental system/procedures (ie, file room requests, slides imaging, special slide staining, material to be filed, CORe requests, etc). Assist with scheduling, reimbursements and other research related activities, as needed. Adhere to HIPPA regulations when handling confidential patient information. Create, coordinate, process and/or provide back-up assistance for departmental weekly, bi-weekly, and/or monthly conference(s). Including but not limited to retrieving and/or organizing patient material for presentation, email notification, meeting invite, processing institutional conference room request, travel arrangements, agenda, flyers, catering requests, conference room reservations etc. Serves as an interface for administrative and operational activities between faculty and/or executive and clinics. Perform administrative functions, which may include oversight/team lead duties and/or training administrative support staff. Process and track faculty licensures, certifications and registrations, including, DEA, DPS, ACLS, BLS, etc. Routes to appropriate institutional and departmental offices per UT System policies and procedures. Manage and maintain calendar for faculty and/or executive using appropriate software; daily calendar entries; invitations, modifications and cancel appointments as required; provide up-to-date information. Organize and maintain inventory for faculty and/or executive’s office supplies. Submit requests for new office supply orders when appropriate. Prepare complex documents, spreadsheets, etc. for presentations, including formatting tables, charts, graphs, and images. Composes and types memos, letters, and reports. Types and/or edits abstracts, manuscripts, grants, and other complex documents according to specific formats. Able to accurately transcribe information with attention to detail. Proofreads all documents to assure grammatical and structural accuracy. Create slides for presentation or publication, using computer keyboard and software program, making revisions when necessary and sending to graphics for processing. Coordinate, track and process all aspects of leave and/or travel. Including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers. Complete and submit accurate and timely leave forms to ensure documents are approved prior to date of leave. Assist in coordination of recruitment, tenure renewal, credentialing, recredentialing and annual evaluations based on department and institutional policies and procedure, instructions and deadlines. Create, coordinate, transcribe/process standing meetings, meeting minutes, manuscripts, articles, article reviews, member notifications, scheduling, catering requests, preparation of agendas, and other documents as requested. Maintain confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system. Create and maintain CV’s, Other Support Page and NIH biosketch in appropriate institutional format using institutional software and other software as needed. Responsible for updating information, on a monthly basis, by the last day of each month. Edit and proofread document for errors and consistency. Able to perform multiple tasks while working in a fast paced environment. Provide telephone coverage, answering calls in a clear, pleasant and understandable manner. Screen calls and direct as appropriate in a polite and professional manner. Respond helpfully to callers’ inquiries; promptly communicate accurate and complete messages. Provide administrative support coverage and/or back-up assistance as assigned to ensure activities, phone coverage and assignments are maintained. Skills to handle highly confidential information for departmental responsibilities with little or no supervision. Prepare, sort, and/or route incoming and outgoing mail/shipments/packages. May assist in coordination of fellow activities. Duties may include but not limited to arranging interviews, travel accommodations, scheduling, etc.


Financial Track, reconcile, and attest financial funding sources. Process accurate and timely travel expense reports to ensure that the traveler is reimbursed promptly. Create, process, and track purchase orders, expense reports, etc.


Research Assist with research related activities and projects; including but not limited to assisting in the preparation/submission of grants, protocols, etc. Performing advanced administrative duties related to research faculty, post-graduate fellows and research assistants. Create and maintain CV’s, Other Support Page and NIH biosketch in appropriate institutional format using institutional software and other software as needed. Responsible for updating information, on a monthly basis, by the last day of each month. Create, submit, and track patient material using appropriate institutional, divisional, and/or departmental system/procedures (ie, file room requests, slides imaging, special slide staining, material to be filed, CORe requests, etc). Assist with scheduling, reimbursements and other research related activities, as needed.

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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