Senior Administrative Assistant - Colon & Rectal Surgery

MISSION STATEMENT
The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

SUMMARY
The Senior Administrative Assistant provides highly detailed and complex administrative work, often of a confidential nature, in the Department of Colon and Rectal Surgery.  This role requires considerable independent judgment, initiative and the ability to make decisions relative to efficient office operations while maintaining a thorough knowledge of institutional regulations, policies and procedures.

Administrative Support
• Provides administrative support to assigned faculty and staff including, but not limited to,
maintaining and updating Curriculum Vitae, manuscript/protocol/grant submissions, biographical
sketches, keeping calendars, typing correspondence, assisting faculty with manuscript preparation,
including editing and literature searches.
• Oversees all routine general office functions, including, but not limited to, timekeeping in Kronos,
FMLA tracking, space issues, work orders, office equipment, asset transfers, FAR submissions,
contracts/maintenance, key requests/inventory, website updates, ordering and restocking office supplies
for department, building access, etc. Demonstrate ability to maintain confidentiality, to execute any
standard clerical duties, and ability to use independent judgment and analysis to gather facts and to
determine appropriate solutions.
• Reviews calendars for accuracy to coordinate travel arrangements for faculty and classified
staff.; arranges clinic block and clinic coverage, airfare, ground transportation, confirms reservations,
requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves
details for travel. Calculates expenses, prepares expense reports/reimbursement requests, and
maintains tracking log on expenditures in a timely manner. Complete and submit accurate leave and
extramural requests for faculty ensuring accurate record keeping concerning extramural travel.
Coordinate conference registration fees and membership fees for faculty and/or other designees using
institutional travel management tools in a timely manner and/or for early registrations.
• Accurately processes and maintain current, general files of updated materials to include
licensure, license renewal, medical, and medical/specialty society applications and/or renewals for
assigned staff and forward to the proper personnel in the institution.

Administrative Coordination
• Directs and coordinate institutional, divisional and departmental initiatives, including but not
limited to project activities, special functions, events, conferences, retreats, create and format
presentations using PowerPoint as well as using other software as necessary to complete the project,
and all phases of assigned special projects delegated from faculty and department administration.
• 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. Works closely with Department Administrator to coordinate all
aspects of faculty recruitment.
• Assists with new appointments, credentialing (coordinates process according to institutional and
regulatory standards), and promotion and tenure processes.
• Other duties as assigned.