Senior Administrative Assistant - Gynecologic Oncology

JOB SPECIFIC COMPETENCIES

Administrative Support

• Provides administrative support including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, maintaining calendar of assigned faculty and special projects. 
• Attends to all travel and travel related follow-up from requesting travel through appropriate channels, to following established procedures for recording absences from clinic through submitting requests for reimbursements. 
• Prepares medical photography requests, catering requests, conference service requests, and other institutional forms.
• Prepares and submits Faculty Leave Report and other reports as required/requested.
• Provides patient care support by composing letters and forms, printing clinic and surgery schedules, and handling and redirecting patient calls.
• Creates and formats presentations and posters for faculty, fellows, and other team members.

CV/Journal/Manuscript/Grant

• Requests Updates curriculum vitae and biographical sketches for faculty as required, including current publications, presentations, committee memberships, and awards.
• Maintains current CV's and biographical sketches in Faculty Information System (FIS) for assigned faculty.
• Searches and retrieves journal articles from online databases or MDACC Research Medical Library.
• Orders articles via the Inter-library Request Form (ILLiad).
• Prepares, types, and assembles drafts and manuscripts.
• Submits manuscripts to Scientific Publications for review and editing prior to submitting to journal(s).
• Obtains required signatures and forwards to appropriate institutional departments for approval.
• Types, compiles, and assembles grant applications using appropriate and current forms.
• Verifies accuracy and completeness of text, and budget numbers and ensures that all the necessary forms are accurate, complete, and in the proper sequence.
• Prepares and maintains abstracts and biographical sketches for faculty and other staff as needed for grant submissions and other requests.
• Obtains required signatures from the Surgery Department Administrator, Chairman, and Division Head prior to forwarding the grant to the Office of Research for approval.
• Maintains copy of grant for the faculty file and provides a copy to the accountant for department files.
• Establishes and maintains grant files for new and existing grants/proposals.

Account Reconciliation & Financial Management

• Reviews and reconciles designated grant, research and other company/center accounts belonging to assigned faculty, on a monthly basis, to verify accuracy and to resolve errors.
• Compares company/center report expenses with expense documents received for purchases made or services performed.
• Receives and files expense/supporting documents and company/center reports, in the designated location, as they are received, to ensure that they are accessible when needed.
• Accesses the Financial/Purchasing Database to review and verify encumbered/estimated expenses posted and confirm actual expenses incurred.
• Notifies the Office Manager, Financial Analyst or Operations Manager of any discrepancies and adjustments, as necessary.

Other duties as assigned.