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Senior Administrative Assistant - Leukemia
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 2022-2023 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.
KEY FUNCTIONS
Calendars, Travel, and Other Administrative Tasks
• Coordinates and arranges meetings, conferences, visitor itineraries, routine CME conferences, etc. This may include reservations, catering, preparation of conference material and presentations, the preparation of minutes, and CME documentation.
• Monitor physician schedules and maintain calendars according to faculty preferences.
• Utilize electronic calendars for faculty. Individual faculty may also require a backup or paper calendar.
• Make travel arrangements both national and international including all logistics for the travel and creation of travel packets,
• Process expense reimbursements
• Arrange business meetings via Zoom, teams, and in-person.
• Occasionally sorts and distributes mail for department
• Assists the physician team (residents, nurses, physician assistants, etc.) as necessary,
• Back-up duties for all administrative support staff in the department when needed
• Prepare letters, memos and other business correspondence
• Assist with PowerPoint presentations
• Maintain all medical license, DEA, Basic Life Saving, and visa information for faculty.
• Routinely attend training offered by the institution as a refresher on a routine basis.
CV Maintenance/Manuscripts and Other Document Production
• Create and maintain curriculum vitae (CV) in the appropriate institutional format using institutional software. Edit and proofread document for errors and consistency. Update information on a monthly basis, including conducting online publication searches.
• Assists in the preparation and submission of manuscripts, abstracts, book chapters, and protocols, ie setting up monitor meetings and reminders.
• Other Support Page in appropriate institutional format using institutional software. Edit and proofread document for errors and consistency.
• NIH biosketch in appropriate NIH format using institutional software (FIS). Edit and proofread document for errors and consistency.
• Adhere to NIH Public Access Policy, by assuring all peer-reviewed articles (from 04/07/2008 to Present) for all corresponding authors are deposited in PubMedCentral (PMC) via the NIH Manuscript System (NIHMS).
• Opting in on author agreements for NIH grant-funded manuscripts to be added to PMC
• Responding to requests for approval from NIHMS
• Keeping copies of author’s version of final accepted manuscript including all graphics and supplementary data. Once publications are accepted, these manuscripts should immediately be deposited into PubMedCentral to obtain a PMCID.
• Adding publications to My Bibliography and associating with appropriate grants to prepare for Progress Reports
• Continuous monitoring of the compliance status of your manuscripts in My NCBI
PRS/Staff Development Funds & (optional Regulatory Administration)
• Responsible for processing all expenditures for each faculty member utilizing the departmental database for this purpose.
• Responsible for recording all transactions as processed
• Participate in the reconciliation of unidentified charges at least quarterly.
• Create purchase orders for electronics, office needs, publication costs, presentation costs, guest travel, etc.
Protocol Regulatory Coordination
• Works independently to prepare research-related protocols (pre-clinical, clinical, laboratory, and animal) for review by CRC/IRB/IACUC, including but not limited to initiation/submission/re-submission/termination utilizing PDOL and eResearch within institutional and departmental guidelines.
• Keep assigned faculty fully informed on the status of each protocol.
• Assumes responsibility for the effective operation of research protocols in collaboration with the principal investigator and the study sponsor. Coordinates the activities related to the initiation and conduct of research-related trials.
• Understands and adheres to the policies and procedures related to the conduct of clinical trials.
EDUCATION
Required: High school diploma or equivalent.
EXPERIENCE
Required: Five years of administrative/secretarial experience. With preferred Associate's degree, three years of required experience and with preferred Bachelor's degree, one year of required experience.
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
