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Sr Administrative Assistant-Pulmonary Medicine

Admin/Clerical Support
Pulmonary Medicine 406900
157262 Requisition #
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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 primary purpose of the Administrative Assistant position is to perform complex administrative secretarial duties requiring judgment within general guidelines for the Department of Pulmonary Medicine. Uses independent judgment and complex analysis to gather facts and determine appropriate actions. Directly supports the Department Administrator and assigned Faculty. Coordinate activities that directly impacts department efficiency.


Key Functions


Administrative Support Duties: Assist with meeting schedules and calendar for dept. administrator and assigned faculty. Will prepare copies, folders and memo packets. Coordinate departmental meetings. Will provide administrative assistance preparing PPT presentations, preparing minutes.

Purchases and Reconciliation:  Process departmental purchasing requests.  Monthly reconciliation of departmental funds, and voucher payments, PRS development funds and grant funding sources.

General Office Coverage: Provides telephone coverage for the department on a rotational basis. This includes answering the phone, transferring calls to the appropriate person/area; relaying messages; taking consult information, paging the appropriate persons, entering the consult information into the database and printing reports as requested by healthcare providers.

Faculty Support:

  • Supports faculty as assigned. 
  • Opens and distributes incoming mail.
  • Proactively manages faculty schedules and calendars.   This includes processing the necessary paperwork for faculty leave, clinic schedules and coordinating meetings and special projects as assigned.
  • Maintains faculty CVs and biosketches on a quarterly basis.
  • Arranges all travel preparations, scheduling airline reservations and hotel accommodations.  Prepares, processes and logs all reimbursements and tracks extramural leave. Ensures that all expenditures are processed according to institutional guidelines and that the respective faculty is reimbursed accordingly.  
  • Types, creates and composes correspondence, forms, charts, minutes, etc. Completes routine institutional forms as needed, tracks extramural leave.
  • Prepares, processes, tracks and logs all supply orders, reimbursements, etc.   Orders and reimbursements must be processed (ready for signature) within forty eight (48) hours of request.
  • Other duties as requested by assigned faculty.



Other duties as assigned: Serves as a backup and completes special projects, as assigned.



EDUCATION: High school diploma or equivalent.

EXPERIENCE: 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. 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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