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Senior Administrative Assistant, Radiation Physics

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Admin/Clerical Support
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Radiation Physics 128200
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129828 Requisition #
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The primary purpose of the Senior Administrative Assistant position is to assist with administrative activities to impact departmental efficiency and productivity in the department of Radiation Physics at MD Anderson Cancer Center. 


The Senior Administrative Assistant performs administrative tasks identified by the Office Manager. This position requires independent judgment and initiative. The ideal candidate must have excellent verbal and written communication skills to effectively communicate with all levels of staff, patients and visitors. Requires strong organizational skills with the ability to multi-task. Must be able to work independently with minimum supervision under fast-paced conditions periodically.


KEY JOB FUNCTIONS


Calendar Management 

  • Provide program support to include scheduling and coordinating high attendance events, scheduling meetings, classes, seminars, symposiums, conferences and workshops. 

  • This includes writing seminar announcements, planning advertising, and preparing visitor travel. 

  • Also, included but not limited to advertising, arranging catering, distribution of packets and visitor information.

Department Operations/Coordinate Projects  

  • Spends a large percentage of time on project coordination and related functions often of a confidential nature requiring considerable exercise of independent judgement, initiative, and knowledge of institutional administrative policies and procedures.

  • Has excellent detail orientation, good written and verbal communication skills, and excellent interpersonal skills.

  • Uses independent judgment and complex analysis to gather facts and determine appropriate solutions generally based on past experience and department practice. 

  • Keeps accurate records of all deadlines and status of progress and keep management informed of issues.

  • Creating electronic files for the Deputy Chair to eliminate excesses paper files. 

Finance and Grant    

  • Monitor all spending, advise what accounts to use for expenses. 

  • Maintain records for comparison to monthly financial reports. 

  • Review monthly financial reports from accounting for accuracy.

  • Insure any discrepancies are resolved.

Travel  

  • Coordinates a high volume of domestic and international travel many with multi-destinations per trip Obtains Visa’s and Passport renewals when applicable. 

  • Coordinates travel for staff including registrations, hotel accommodations, and transportation. 

  • Collects receipts, completes and submits travel reimbursements according to division/institutional travel procedures.

QUALIFICATIONS


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.


Administrative Skills Assessment

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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