Administrative Assistant - Pediatrics

UT MD Anderson Cancer Center and Texas Children’s Hospital are partnering to create the Kinder Children’s Cancer Center, a joint program focused on advancing pediatric cancer care. As this partnership progresses, pediatric patient care and operations will transition over time. The timing of this transition is subject to change and a definitive transition date has not yet been established.

For the foreseeable future, this position will support the Department of Pediatrics and provide services to our pediatric patient population. As the transition to the Kinder Children’s Cancer Center progresses, the responsibilities and work assignment associated with this position are expected to change.

MD Anderson’s current plan is to retain employees hired into these positions and transition them to other areas of the institution as pediatric operations evolve. While every effort will be made to place employees in another appropriate area within MD Anderson, the specific department, work assignment, responsibilities, schedule, and other details of any future assignment cannot be determined at this time and cannot be guaranteed.

Candidates should understand that this position is being recruited to meet the current needs of Pediatrics, with the expectation that the employee’s assignment may change in the future as part of this institutional transition.

Job Summary

Provides complex administrative and secretarial support.

Key Responsibilities

• Performs routine administrative and secretarial duties.
• Types abstracts and manuscripts according to specific grant formats.
• Maintains calendar for physician / supervisor.
• Takes, prepares and distributes meeting minutes.
• Makes travel arrangements and prepares expense reports.
• Maintains complex confidential patient and/or general office files.
• Arranges conferences according to department specifications, including booking rooms, catering and equipment.
• Spends the majority of time on one or more of the following duties: Compiles reports.
• Composes formal and informal correspondence.
• Creates and formats presentations.
• Coordinates human resources activities for the department, including processing confidential paperwork, maintaining records, performance appraisals and job information.
• May write position descriptions and works with financial and human resource divisions to resolve funding, job level or information issues.
• Interprets institutional policies for employees.
• Monitors and balances company center budget activity, requiring complex account review, tracking and analysis, cost projections, status reports and identification of potential problems.
• Ensures timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators and initiating response process.
• May coordinate faculty recruitment, training or multiple schedules of activities for groups of graduate students and visiting fellows.
• Supervises work distribution and processing for clerical area.