Senior Administrative Assistant - Infectious Diseases

Infectious Diseases Department Administrative Position

The Department of Infectious Diseases is seeking a highly motivated self-starter with strong critical thinking skills and a proactive approach to problem-solving. The ideal candidate will demonstrate innovation, excellent written and verbal communication abilities, and the capacity to thrive in a fast-paced environment.

Onsite presence is required Monday through Friday, from 8 : 00 AM to 5 : 00 PM, for the first 3 to 6 months of employment.

Job Specific Competencies

Administration Operations

Perform clerical and administrative functions within the department. Compose formal and informal correspondence. Rotate the distribution of all incoming and outgoing correspondence for the department. Establish priorities and deadlines for completion of projects. Directs inquiries to the appropriate patient care area. Prepare meeting schedules, greet visitors, and escort them to meeting location. Maintain both the current year and a long-term year calendar for the assigned faculty. Arrange all future travel preparations, scheduling airline reservations and hotel accommodations as necessary Ensure all travel expenditures are processed according to institutional policies and guidelines and that the respective faculty and / or staff are reimbursed accordingly (At the onsite and guidelines the institution allows for faculty travel). Submit and maintain supporting faculty leave requests and leave balances using the PTO Tracker. Must execute simple mathematical computations with and without the assistance of calculators, including addition, subtraction, multiplication, division, and computation of rates, Compile and compose formal and informal correspondence and reports. Review manuscripts, protocols, slides, and overheads as requested by assigned faculty. Maintain curriculum vitae in the appropriate institutional format using the institution database. Record & transcribe meeting minutes as required including preparation and distribution of minutes along with scheduling the meeting(s). Obtain information from Medline and Pub Med Reference Manager Databases used for publication in peer-reviewed journals, books, etc. for assigned faculty. Provide back up for Front Desk Operations. Maintain the department's key file and orders, and record on Excel spreadsheet. Responsible for scheduling and taking any recommended training for personal growth by the Operations Manager.

Fiscal Activity and Financial Reporting

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 financial budget activity according to assigned Faculty, using complex accounting review, tracking and analysis, cost projections, status reports, and identification of potential problems. Under the direction of assigned Faculty, complete and / or assist the preparation of funding applications, budget projections, and appropriate justifications as part of grant preparation. Prepare and update Faculty expenditures, using PRS Development Funds on PRS Tracker, ensuring all transaction have been recorded on the tracker and it balances to Free Balance report- to be done on a weekly basis. Maintain files of all expenditures. Provide documentation of all expenditures to Operations Manager. Responsible for tracking supporting faculty's PRS- maintaining the balance on accounts and supporting documentation as required by the division and department. Responsible for the reconciliation of accounts as required by the department, division and institution.

Educational Appointments Program

Provide high level administrative support to the Program Director. Facilitate and coordinate communications with educational appointee. Work closely with the departments of Research Training Program (RTP), Graduate School of Biomedical Science (GSBS) as well as the faculty member(s) requesting the educational appointment. Responsible for the orientation and onboarding processes for incoming appointees.

Other duties as assigned

Education : High school diploma or equivalent.

Experience : 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. Must pass pre-employment skills test as required and administered by Human Resources.

The University of Texas MD Anderson Cancer Center offers excellent retirement programs, tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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.