JOB SPECIFIC COMPETENCIESAdministrative Support:
Provide comprehensive administrative support to designated faculty members and departmental representatives.
Execute intricate administrative tasks, including word processing, presentation creation, document composition, editing, and meticulous prooing.
Oversee various office operations, including phone management, faxing, photocopying, filing and mail distribution.
Create both formal and informal correspondence, format presentations, and maintain confidential office records with precision.
Ensure the punctual submission of required reports and assignments, in accordance with faculty and immediate supervisor directives.
Generate, update, and refine Curriculum Vitae, biosketches, and reference materials using the myCV database.
Assists PI and Grants team with coordinating aspects of internal and external grant submissions/applications, including but not limited to gathering and/or creating biosketches and aiding as guided by the faculty and the grant team.
Facilitate the accurate processing of leave and extramural requests for faculty prior to their travel.
Manage meeting requests, including confirming conference room reservations, arranging AV setup, preparing agendas, printing handouts, and coordinating catering arrangements.
Demonstrate exemplary phone etiquette while handling calls on behalf of faculty and designated personnel.
Skillfully organize faculty-led conferences, workshops, and special projects.
Exercise discretion, independent judgment, and analytical thinking when addressing routine clerical duties.
Foster productive relationships with faculty, staff, supervisors, and the public.
Uphold professionalism, effective communication, a customer-centric approach, and courteous correspondence etiquette.
Proficiently navigate Microsoft Office suite, institutional systems, and related software applications.
Manage faculty travel logistics, oversee expenses, and maintain accurate extramural leave records in compliance with policy guidelines.
Maintain precision in updating faculty profiles, curriculum vitae, publications, and biographical sketches.
Exhibit the ability to meet deadlines, prioritize tasks effectively, and manage multiple responsibilities.
Review calendars for accuracy and coordinate travel arrangements, which may include preparing itineraries, arranging ground transportation, confirming reservations, requesting agendas, making hotel accommodations, and processing reimbursements.
Complete leave requests in advance of travel leave dates.
Administrative Support for Faculty Finances:
Process all reimbursements in a timely manner, including calculating expenses, preparing expense reports, and maintaining expenditure tracking logs.
Coordinate conference registration fees and membership fees for faculty and other designated individuals.
Collaborate with the finance team to ensure timely tracking and provision of supporting documentation for various financial transactions.
Monitor faculty Physician Referral Service (PRS) expenditure account monthly.
Adhere to funding guidelines, institutional financial policies, and departmental internal controls.
Maintain accurate and timely tracking of expenses.
Manage PRS account expenses for faculty ensuring compliance with institutional policies.
Administrative Support to the Department:
Serve as a backup for varied departmental responsibilities, such as inventory monitoring, asset ordering, and restocking of kitchen, paper, toner, and office supplies.
Coordinate and execute special functions and events, encompassing both on-site and off-site departmental gatherings, employee recognition programs, and educational initiatives. This involves meticulous planning, logistics coordination, scheduling, facility arrangements, and catering coordination.
Collaborate with the IT team to address computer hardware and software issues and manage asset acquisitions.
Efficiently manage departmental records, filing rooms, storage areas, and overall tidiness, ensuring adherence to Record Retention Schedule policies.
Act as a knowledgeable resource and administrative representative, contributing expertise and support.
Cultivate effective relationships with faculty, staff, supervisors, and the public, upholding professionalism, and communication excellence.
Adhere to institutional, departmental, and divisional administration policies, encompassing asset control management, records management, key control, emergency and fire plans, and other pertinent areas.
Other Duties as AssignedRequired Education:High school diploma or equivalent.Required Experience:Four years of administrative/secretarial experience. With preferred degree, no experience required.Preferred Experience/Skills:Seeking someone with administrative experience and is reliable, dependable, proactive, takes initiative, adaptable and flexible. Healthcare experience preferred.Work Schedule:This position has a hybrid onsite/remote work schedule. This individual will work onsite two days per week. We are seeking someone who is flexible.Other Requirements: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.htmlAdditional Information
Requisition ID: 170033
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 39,000
Midpoint Salary: US Dollar (USD) 49,000
Maximum Salary : US Dollar (USD) 59,000
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
#LI-Hybrid
