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Senior Administrative Assistant - Ahmed Center for Pancreatic Cancer Research

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Admin/Clerical Support
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GI Med Onc Rsch Department 710563
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134815 Requisition #
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The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report’s 2018 rankings. It is one of  the nation's original three comprehensive cancer centers designated by the National Cancer Institute.


The primary purpose of the Sr. Administrative position is to perform superior complex administrative support of a confidential nature requiring independent judgement, initiative discretion, and a skillful knowledge of administrative procedures.  Demonstrates a high level of interpersonal and quantitive skills to organize and maintain data, prioritize requirements of multiple faculty and prepare work products within general guidelines.


KEY FUNCTIONS


Departmental Support
Typing, faxing, photocopying, arranging appointments and maintaining complex meeting schedule, preparing/proofreading/editing correspondence, answering telephones as needed, generating and maintaining filing systems, generating/authorizing/tracking routine forms and correspondence, handling incoming/outgoing mail..
Assist with site visits for donors/prospects at the institution in collaboration with development specialist; assist with calendar availability and preparing meeting materials as needed.
Assists with departmental seminar series and other sponsored events, including agenda, catering and room setup as needed.
Manages incoming and outgoing mail. May be requested to deliver and/or pick up documents.
Processes routine departmental requests; assists with filing and daily administrative tasks. Prepares and distributes meeting documents.
Updates Bulletin Boards with Monthly news.
Assist the operations manager in the coordination of departmental special events (i.e. employee recognition, retreats, diversity initiatives, etc.) 
Demonstrate the ability to work closely with others, communicate clearly, develop efficient systems to promote a high level of productivity, and be able to function pleasantly and effectively and to influence others to do likewise under occasionally highly stressful conditions.
Assists Associate Director, Operations Manager, Program Manager and Professor with assigned special projects benefiting the department.
Assists the department in processing of collaborative and independent grant applications and renewals, sponsored research agreements, protocols, material transfer agreements, and any other paperwork related to research efforts.
Assists with accurate preparation of grant forms and appendices. Proofreads, copies, and edits submitted materials.
Assists the department in processing of collaborative and independent grant applications and renewals, sponsored research agreements, protocols, material transfer agreements, and any other paperwork related to research efforts.
Maintains departmental grants database utilizing the grants management system to verify accuracy with institutional funded research data (Click Grants) and Resource One and generates monthly reports for the Department Administrator.


Kronos/Timekeeping
Primary Departmental Timekeeper utilizing Kronos & Webs Schedule system.
Oversees time off requests and maintains the Center Time off Calendar. 
Provides Operations manager with employee time-off reports generated by Kronos.
Reconciliation in Kronos and Web Schedule.
Travel Procedure Functions
Prepare and confirm travel arrangements, mapping, and packet preparation, coordinating calendars and schedules for appointment purposes in a timely manner.
Coordinate all travel activities including registration, lodging, airlines reservations, and reimbursements requests utilizing institutional on-line travel data base.
Coordinate the approval of travel requests/authorization requests in a timely manner to avoid cancellation charges.


Scheduling and Time Management
Schedule appointments and effectively manage multiple calendars.
Scheduling of internal and external meetings and preparing meeting materials.
Serves as primary point of contact for booking conference rooms for department staff.

Other duties as assigned.

EDUCATION
Required: High school diploma or equivalent. 
Preferred: Bachelor's degree.

EXPERIENCE
Required: Five years of administrative/secretarial experience. With preferred degree, one year of required experience.
Preferred: Experience working with Microsoft Office Suite, Concur, and supporting multiple individuals is preferred. 

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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