The primary purpose of the Administrative Assistant position is to perform complex work in the Department of Palliative, Rehabilitation, and Integrative Medicine. Respect sensitive issues encompassed in the day-to-day communication between physician and patient. Have basic knowledge of advanced secretarial procedure coupled with correct use of medical terminology, grammar, punctuation and spelling. Have ability to multi-task without compromising attention to detail.

*The ideal candidate will have experience supporting faculty, preferably in a clinical or hospital environment*

JOB SPECIFIC COMPETENCIES

Administrative Functions

• Provide high level administrative support for departmental administration and/or multiple departmental faculty

• Prioritize jobs and independently seek out resources necessary to complete assigned tasks

• Provide support to other department staff, as required, and provide coverage for other support staff in the event of illness or vacation

• Oversee administrative support staff special projects as assigned by operations manager

• Support staff training adhering to deadlines and institutional policies and procedures

• Distribute incoming/outgoing mail and lab coats

• Answer and direct the patient care process by handling incoming telephone calls from patients, referring physicians, care centers and new patient referral

• Manage daily Outlook calendar including meeting invites, room reservation, on-call schedule and clinic days

• Coordinate and submit Web Schedule time off requests per department guidelines

• Coordinate flights, transportation, hotels, and conference registration information for all conferences and/or training for faculty members

• Management of records and retention of vital files

• Management of Faculty/clinical providers (Appointment Packets, Promotions, Annual Appraisals, Midterm Reviews, and Credentialing)

• Maintain medical license, certification, and membership renewals

• Edit and submit Letters of Reference other faculty requested documents

• Coordinate events including scheduling rooms, speakers, invited guests, and ordering equipment/catering per faculty/administration request

• Coordinate staff, faculty, and operation meetings such as inviting and confirming attendees, scheduling a meeting room, and reminding attendees

• Coordinate with other admins in other departments to schedule meetings regarding Institutional initiatives and research

• Prepare documents as needed for meetings, special events, and special projects

• Maintain continuous CME credits

• Create and maintain curriculum vitae monthly

• Create and maintain biographical sketch updates

• Organize and attend blueprint meetings for protocols

• Coordinate Principal Investigator (PI) weekly meetings with research team

• Article searches including finding requested articles through Pubmed, Illiad requests, and Google scholar

• Design PowerPoint presentations and scientific posters for educational presentations and conferences

• Create, edit, and coordinate book/manuscript publications

• Incorporate comments by other members of the research team into manuscripts, abstracts, and protocols

• Ensure timely submission of abstracts and manuscripts to various journals and organizations

Financial Responsibility:

• Create, manage and coordinate Concur authorization requests for travel

• Manage expense reimbursements

• Coordinate approvals from finance team for all financial transactions

Other duties as assigned

EDUCATION

Required: High school diploma or equivalent.

Preferred: Associate's or 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.

Preferred: Experience supporting faculty, preferably in a clinical or hospital environment.

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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

Additional Information

• Requisition ID: 168957

• 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: Hard

• Work Location: Hybrid Onsite/Remote

• Pivotal Position: No

• Referral Bonus Available?: No

• Relocation Assistance Available?: No

• Science Jobs: No

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