Sr Administrative Assistant - Imaging Physics

The University of Texas MD Anderson Cancer Center is ranked the nation’s top hospital for cancer care by U.S. News & World Report’s “Best Hospitals.”  MD Anderson’s mission is to eliminate cancer in Texas, the nation and the world through exceptional programs that integrate patient care, research and prevention

SUMMARY


The primary purpose of the Sr. Administrative Assistant position is to provide advanced administrative and organizational support to the faculty of the Department of Imaging Physics.  The position requires independent judgment and excellent verbal and written communication skills for effective communication across all levels of staff and visitors. This position performs clerical and administrative support functions, requiring judgment within general guidelines, and assists with activities as directed by the Management Team.

The Sr. Administrative Assistant fosters a service oriented and collegial environment, and is committed to professional growth and contributing to the education of fellow employees, faculty, residents, fellows, graduate research assistants, and visiting colleagues/scientists.

JOB SPECIFIC COMPETENCIES

1.     Faculty/Administrative Support  

a.      Maintains calendar and handles all scheduling and schedule changes as required.

b.     Coordinates meetings and seminars as assigned, for both in person and virtual events; may serve as meeting secretary ensuring meeting minutes are recorded and filed as applicable.

c.      Completes and submits accurate and timely leave forms to ensure approval prior to date of leave; tracks and posts extra-mural leave for assigned faculty, in accordance with institution and department policies and procedures; maintains, coordinates, and tracks clinical coverage schedules for assigned sections, using applicable systems such as Outlook/MS Teams/Excel for assigned section(s).

d.     Coordinates travel arrangements, including divisional approval for international travel; processes accurate and timely travel expense reports, ensuring compliance with institutional guidelines.

e.      Processes accurate and timely travel expense reports, compliant with institutional guidelines.

f.      CV data established and managed within FIS or applicable institutionally required systems; Updates to external faculty profile; Ensures certifications and licenses are renewed per applicable schedule.

g.     Processes accurate and timely expense reports and check requests, in compliance with institutional and department processing policies; manages and reconciles faculty PRS accounts and other funding sources as assigned.

h.     Daily administrative support on behalf of faculty correspondence, purchases, lab coats, and other needs that may arise in the course of daily activity.



2.     Clerical Support

a.      Composes and transcribes various documents, manuscripts, and correspondence; according to specific formats.

b.     Performs mathematical computations and utilizes spreadsheets as applicable.

c.      Performs advanced edits within Adobe PDF, such as Fill and Signature, Insert and Organize pages.

d.     Prepares and routes documents for signature, via use of DocuSign, as applicable.

e.      Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system, in accordance with department policies and procedures, whether electronic or hard copy filing methods.

f.      Creates and maintains desk manual, to inform temporary or backup support in times of unexpected absence, and to facilitate cross-training within the department.



3.     Departmental Support  

a.      Responds helpfully to inquiries and requests for assistance, at the department, division, and institution levels.

b.     Mail duties (including FedEx, UPS, and inter-institutional courier); sorted and distributed in timely fashion.

c.      Participates in and contributes to weekly department huddle topics.

d.     Serves as one of the primary or back-up timekeepers within Kronos as needed or assigned.

e.      Department purchases as applicable, for non-capital procurement needs, including obtaining and coordination of required back up documentation authorizing purchases and funding sources, properly filed in accordance with department record keeping practices and policies; use of institutional and departmental procurement systems, and adherence to institutional and departmental procurement policies and practices.



Other Duties:

Contribute as back up to other administrative support and/or the Executive Assistant, when absent or as assigned; participate in divisional and institutional Service Excellence training and annual refresher course; connect to the MDA mission through divisional and institutional committees and/or events of personal choosing; participates in divisional or institutional duties, as applicable or as assigned by administrative director or department administrator.