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Senior Administrative Assistant - Pediatrics
This position is hybrid with 1 day a week onsite with up to 3 days required, as needed
Purchasing/Reimbursement Requests Process reimbursements, travel requests, purchase requisitions/order. Prepare expense reports for assigned faculty, Department Administrator, outside lecturers and others, as assigned. Communicate project status (completion or delays) to manager as required. Complete license renewals for assigned physician. Completes medical/specialty society applications for assigned staff.
Administrative Operations/Calendar Management Organize meetings, arranges catering, and provides logistical support for meetings/conferences. This includes coordinating attendees’ calendars, typing agenda, scheduling catering, producing flyers, reserving visual/audio materials, etc. Coordinate receptions and annual department celebrations (facilitate site selection, work with caterer in preparation of menu, produce flyers, etc.) Set-up appointments, record pertinent events and functions to calendar. Administratively support the Pediatric Critical Care Unit Faculty. Demonstrate ability to create working teams to share workload as necessary.
Schedule Maintenance Review and update clinical schedules (WebOncall, AMION) as needed. Ensure the accuracy of the schedules by verifying coverage against Webschedule and Department’s resources. Inform the Associate Department Administrator and/or the Operations Manager of discrepancies.
Travel Management Review calendars for accuracy to coordinate travel arrangements for Pediatric Critical Care Unit Faculty; arrange airfare, ground transportation, confirm reservations, create agendas, prepare itineraries, assist in lodging accommodations, and communicate details. Calculate expenses, prepare expense reports and reimbursement requests, and maintains tracking log of expenditures
Manuscripts/CV Maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the institutional information system. Coordinate manuscript/protocol/grant submissions by organizing and compiling required forms, as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attend and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software
EDUCATION
- Required: High School Diploma or Equivalent
Preferred: Associate's Degree or
Bachelor's Degree
WORK EXPERIENCE
Required: 5 years Administrative/secretarial experience or
3 years Required experience with Associate's degree. 1 year Required experience with Bachelor's degree.
OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.
The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.
This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.
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
