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Administrative Assistant - Pathology

📁
Admin/Clerical Support
💼
Pathology 710413
📅
149399 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.

Other duties as assigned

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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