Administrative Assistant

Administrative Assistant

Department of Lymphoma/Myeloma

Calendar and Travel Coordination
Maintains assigned faculty calendars/schedules for Program-related appointments, organizes Program-related meetings and provide logistical support for meetings/conferences, takes charge of travel arrangements of Program investigators: coordinate travel schedules, confirm reservations, prepare travel reimbursements, perform necessary calculations and generate check requests, maintains physician development leave and travel accounts, Independently plan and manage work schedule and deadlines. Standard: Must clearly write and/or clearly communicate verbally person-to-person or over the phone. Accurately complete the typing and/or processing of check requests, travel requests, print shop requests, order forms requisitions (i.e. ready for authorized signature) . Must maintain log and utilize a follow-up tracking system so that accurate and up-to-date project status (completion or delays) can be communicated to originator and supervisor when requested.

Electronic Document Production
Compose formal and informal correspondence. Perform basic word processing; complete institutional forms according to standards and/or policy. Compile reports. Create slides and overheads. Maintain faculty Curriculum Vitae and biographical sketches in appropriate institutional format (FIS) using Institutional guidelines and system.

Purchasing/Reimbursement Requests
Completes the typing and/or processing of check requests, travel requests, print shop/purchase requisitions, order forms/requisitions, travel requests/reimbursements (i.e. ready for authorized signature) and evidenced by date of request from supervisor and date of requisition, completes forms for license renewal of assigned physician

Fiscal Coordination
Prepare purchase requisitions as required for the procurement of items requested by assigned Faculty in accordance with the Institution's purchasing guidelines. Monitor and balance company center budget activity as assigned requiring complex account review, tracking and analysis, cost projections, status reports and identification of potential problems. Under the direction of assigned faculty, may prepare funding applications, budget projections and appropriate justifications as part of grant preparation. Prepare and update the faculty expenditures using PRS Development Funds on a weekly basis with monthly reports to Department Administrator. Maintain files of all expenditures.
Education Required: High school diploma or equivalent.

Education Preferred: Bachelor's Degree

Experience Required: Four years of administrative/secretarial experience. With preferred degree, no experience required. Must pass pre-employment skills test as required and administered by Human Resources.

Experience Preferred: Experience supporting faculty, academic or healthcare related experience, calendar management.

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