Senior Administrative Assistant

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 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute. KEY FUNCTIONS Calendars, Travel and Other Administrative Tasks Coordinates and arranges meetings, conferences, visitor itineraries, routine CME conferences, etc. This may include reservations, catering, preparation of conference material and presentations, the preparation of minutes, and CME documentation. Monitor physician schedules and maintain calendars according to faculty preferences. Utilize electronic calendars for faculty and for personal business. Individual faculty may also require a backup or paper calendar. Make travel arrangements both national and international including all logistics for the travel and creation of travel packets Assists in the preparation and submission of manuscripts, abstracts, book chapters, and protocols, ie setting up monitor meetings and reminders. Track presentations and travel Create and submit invoices, track payments Process expense reimbursements Arrange business meetings via Zoom, teams, and in-person. Occasionally sorts and distributes mail for department Review contracts and assist with submitting to the legal team when needed Assists residents, nurses, physician assistants, etc., as necessary Back-up duties for all administrative support staff in the department when needed Prepare letters, memos and other correspondence Assist with PowerPoint presentations Organize the aesthetics of the office Act as a liaison between faculty and companies when creating terms and conditions for contracts Maintain all medical license and visa information for faculty. CV Maintenance/Manuscripts and Other Document Production Type and produce large documents (manuscripts, CVs), correspondence, reports and graphics presentations. Utilize all departmental and institutional standards in the preparation of these documents and prepare to meet journal-specific requirements for all manuscripts. Maintain the most current information for the faculty curriculum vitae and biographical sketch documents. Correctly utilize the institutional CV format, and the NIH biographical sketch format. Update each as manuscripts are accepted and/or published, invited lectures occur, administrative appointments change, etc. PRS/Staff Development Funds Responsible for processing all expenditures for each faculty member utilizing the departmental database for this purpose. All transactions must be recorded as they are processed, no later than two weeks after the transaction is processed. Participate in the reconciliation of unidentified charges on a quarterly basis as requested. Create purchase orders for electronics, office needs, etc. Other duties as assigned. EDUCATION Required: High school diploma or equivalent. Preferred: Bachelor's degree. 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 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. Additional Information Requisition ID: 166336 Employment Status: Full-Time Employee Status: Regular Work Week: Days Minimum Salary: US Dollar (USD) 45,000 Midpoint Salary: US Dollar (USD) 56,500 Maximum Salary : US Dollar (USD) 68,000 FLSA: non-exempt and eligible for overtime pay Fund Type: Soft Work Location: Hybrid Onsite/Remote Pivotal Position: No Referral Bonus Available?: No Relocation Assistance Available?: No Science Jobs: No