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Senior Administrative Assistant - Thoracic Head and Neck Medical Oncology
Senior Administrative Assistant
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.
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 2023-2024 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.
Key Functions
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Provide Administrative Support to Assigned Faculty
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Arrange appointments, coordinate travel agendas, and prepare travel and reimbursement requests.
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Monitor calendars, travel itineraries, expense reports, and the operation of faculty members’ offices, including the coordination of schedules and itineraries for visitors.
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Maintain the most current information pertaining to curriculum vitae, periodical publications, biographical sketches, PRS, and Grant account balances.
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Maintain monthly Status of Company Center sheets for assigned faculty members’ funds and reconcile monthly expenditure activity using various resources.
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Assimilate pertinent information to compose written correspondence and communicate effectively both verbally and in writing.
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Organize and disseminate information in a clearly understood manner.
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Gather materials on assigned subjects for use in the preparation of scientific reports, speeches, or articles.
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Ensure timely submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators, and initiating response processes.
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Prepare reports and work out details for presentations.
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Prepare agendas for matters to be considered at meetings.
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Arrange catering, video conferences, equipment, and conference rooms for monthly meetings.
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Maintain and improve the filing system.
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Assist in the preparation, coordination, and submission of grant proposals, renewals, and resubmissions to NIH, NCI, DOD, R01, CPRIT, and Clark Fellowship grants as needed.
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Update certificates, licenses, and accreditations for faculty and laboratory employees.
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Follow up to ensure the timely completion of assignments.
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Assist Assigned Faculty with Preparation of Grants, Progress Reports, and Miscellaneous Grant-Related Activities
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Obtain up-to-date information and prepare Biographical Sketches.
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Obtain up-to-date information and prepare Other Support documents.
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Obtain relevant information and prepare Key Personnel reports.
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Prepare agendas for monthly grant conference calls.
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Initiate and assist in scheduling grant-related meetings, arranging conference rooms, and catering as appropriate.
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Distribute agendas and/or meeting minutes to investigators.
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Budget and Financial Responsibilities
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Track and monitor the faculty PRS account balance spreadsheet.
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Assist faculty with management and accountability of funds for clinical research trials and grants.
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Assist faculty with the submission of regulatory paperwork for ongoing clinical trials and associated finances.
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Assist faculty with the submission of paperwork for grants, budgets, and related finances.
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Assist faculty with the submission of quarterly reports and finances.
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Perform monthly reconciliation of expenses charged to projects under the stewardship of assigned faculty.
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Perform Administrative and Routine Departmental and Office Duties
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Provide telephone coverage, including answering calls, routing calls appropriately, and taking messages when necessary.
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Provide administrative support to other department staff, as assigned.
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Respond to and assist other employees, vendors, etc., who require assistance with directions, locating meetings, etc.
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Correctly complete and route departmental and institutional forms.
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Order supplies in accordance with prescribed institutional procedures.
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Provide coverage for other support staff in the event of vacation or illness.
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Represent the department in a professional and appropriate manner within the institution and externally.
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Communicate clearly in face-to-face encounters and by telephone.
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Perform Other Duties as Assigned
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 - 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
