Senior Administrative Assistant - Experimental Therapeutics

Senior Administrative Assistant - Experimental Therapeutics

MISSION STATEMENT

The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education, and prevention.

It was named the nation's No. 1 hospital for cancer care in & World Report's 2022-2023 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute

SUMMARY

The primary purpose of the Sr Administrative Assistant position is to perform complex administrative duties.

JOB SPECIFIC COMPETENCIES

Research Laboratory Administration :

Primary function is to provide administrative support to assigned tenured track faculty and his / her research laboratory personnel.

Serves as administrative liaison to assigned faculty and laboratory personnel. Attends laboratory meetings as needed, and shares information provided by the department and institution and brings issues back to the Department Administrator and Operations Manager as needed.

Requires in-depth knowledge of various administrative functions.

Faculty Support :

Assists faculty in processing any paperwork related to research efforts. Ensures timely and accurate submission of required documents for manuscripts.

Possesses knowledge of institutional forms and contacts to facilitate completion of projects. Ensures that assigned faculty, classified, and educational personnel know and follow institutional and departmental procedures.

Maintains Outlook calendar for assigned faculty as needed. Facilitates office functions, including the coordination of schedules and itineraries for visitors.

Arranges appointments, prepares travel agendas, coordinates travel arrangements and reimbursement requests. Maintains current CV, biographical sketch, and other support.

Formats letters and memorandums, and is able to compose professional routine correspondence. Processes leave requests for assigned faculty and laboratory personnel as needed.

Generates / processes Material Transfer Agreements as needed. Updates / processes IBC / eACUF / IACUC protocols as needed.

Places animal orders through eSirius - Electronic Colony Management System as needed. Organizes weekly lab meetings to include : conference room scheduling, room setup, catering, and agenda preparation.

Prepares the documentation and appointment setup for asset tag administration and ensures that Offsite Authorization and Data Security Agreements are in place for assigned faculty and laboratory personnel.

Initiates shipments through eShip Global as requested.

Departmental Support :

Administrative liaison between central department administrative office and the faculty and laboratory staff to include : attending laboratory staff meetings as needed, sharing information provided by the department and institution and bringing issues back to the Department Administrator or Administrative Director as needed.

Notifies / involves central department administrative office about issues that are best handled at the department level.

Coordinates and prepares all departmental travel, to include all faculty, laboratory and administrative personnel. This will encompass Concur Authorization requests, the booking of flight and hotel accommodations and reimbursement requests.

Coordinates purchasing activities as needed and acts as a liaison between laboratory personnel and department buyer. Processes allowable department purchases using Procard and manages the monthly reconciliation of the Procard purchases.

Manages departmental consumables by monitoring levels and submitting orders as needed. Provides coverage and project assistance throughout the department as requested.

Represents department in a professional and appropriate manner within the institution, as well as externally.

Other duties as assigned.

Required Education : High school diploma or equivalent.

Preferred Education : Bachelor's Level Degree.

Required Experience : Five years of administrative / secretarial experience.

Preferred Experience : With preferred Associate's degree, three years of required experience and with preferred Bachelor's degree, one year of required experience.

Other - 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.