Senior Administrative Assistant

Houston, Texas
January 12 2021
Health Sciences
Organization Type
Senior Administrative Assistant - Mantle Cell Lymphoma

Led by our faculty team of 25 physicians and scientists, our patients benefit from a team approach that includes our colleagues in radiology, surgery, radiation therapy, hematopathology, and stem cell transplantation, as well as clinical pharmacists, research and clinical nurses, social workers, and dietitians.

Job Responsibilities

Administrative (60%)

1. Provides administrative support to all assigned research faculties and personnel for Mantle Cell Lymphoma (MCL).

2. Organizes meetings and provide logistical support for meetings/conferences (schedule, catering, marketing.).

3. Coordinate CV and Biosketch updates for all research faculties using the Institution's FIS system.

4. Assist in obtaining signatures for various documents and sending to respective parties.

5. Evaluates, logs and distributes incoming correspondence, log & distribute, with follow-up/respond as directed by recipient.

6. Communicate and work with assigned supervisor to address issues of concern regarding scope of activities and/or identify problems, and report outcomes, whether resolved or not.

7. Maintains faculty calendars/schedules, as directed, for appointments, including, but not limited to, regularly scheduled, individual and group meetings, phone or conference calls or consultations, clinical and/or research activities/assignments.

8. Take charge of travel arrangements: coordinate travel schedules, confirm reservations, prepare travel reimbursements, perform necessary calculations and generate check requests).

9. Prepare and reconcile all PO requests including gathering all signatures and forms and submit contract request.

10. Transcribe oral dictation consisting of letters, reports, meeting minutes.

11. Ensure the timely response of accepting/declining manuscript reviews and submissions of accepted reviews.

12. Participate in advanced administrative projects as requested. Assist faculty with presentations and posters as needed.

13. Create powerpoint slides for faculties.

Accounting (10%)

1. Monitors and submits expenses on behalf of Faculty to include expense reports, travel reimbursements and purchase orders.

2. Reconcile PRS accounts and prepare monthly PRS reports for Drs. Jiang, Yao, Nie, and Jin.

3. Works closely with Program Manager to ensure invoices for pre-clinical studies are invoiced and paid.

MCL Lab Coordination (20%)

1. Coordinates weekly Lab Meetings, prepares meeting agenda, takes attendance and meeting minutes, and distributes meeting minutes.

2. Ensures all action items are delivered and updates the meeting minutes.

3. Coordinates all internal and external conferences and seminars as requested by Faculties.

4. Order lab supplies, lab equipment, PPE, mice, etc.

Contract/Agreement Management (10%)

1. Ensure all agreements are up to date, such as CDAs, MTAs, and etc..

2. Submit all MTAs in internal portal for approval and execution of contract.

3. Work closely with Faculties and Program Manager to ensure proper submission of all contracts and agreements.

4. Ensure the lab is compliant with all materials received and sent.

5. Assist with sending invoices for all active SRAs promptly as stated in agreement.

Other Duties as Assigned

Education Required: High school diploma or equivalent.

Experience Required: Five years of administrative/secretarial experience. With preferred degree, one year of required experience.

Experience Preferred: Previous experience working with faculty

Location: South campus supporting lab faculty

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.

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