Sr Administrative Assistant - Dermatology

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.

SUMMARY

Perform complex administrative duties requiring independent judgment and analysis within general guidelines. Ensures and prepares accurate and timely department reconciliation reporting.

Provides timely submission of required reports / documents for applications, manuscripts, and grants by tracking stages, alerting investigators, and initiating the response process.

Develops and determines priorities and monitors the status of special projects. Perform charge capture / work queue reconciliation via Epic.

JOB SPECIFIC COMPETENCIES

Administrative Operations

Performs clerical and administrative functions for assigned faculty, APPs, and / or staff.

Compiles reports and composes correspondence.

Department timekeeper

Manage on-call and consult schedule for faculty and residents

Maintains and prepares physicians licenses : DEA, TDI, State Board Licenses, membership registrations, membership dues, and the Texas Standardized Credentialing for several hospitals.

Prepares and submits re-credentialing documents for the physicians. Maintain and updates curriculum vitae for physician(s) in the Faculty Information System (FIS).

Creates and formats presentations for faculty, department adminitrator, administrative director, and / or staff.

Assists with the patient care process by handling telephone calls from patients, referring physicians, care centers, new patient referrals, etc.

Directs inquiries to the appropriate patient care area.

Independently plan and manage work deadlines and schedules.

Assist with scheduling meetings for assigned faculty.

Prepare meeting agendas / minutes and greet visitors.

Acts as back to process faculty extramural leave and PTO leave requests. Completes Faculty Absence Notification Request when the physician(s) is out of the office with proper signatures of approval.

Also notifies the clinic(s) by email and enter the date(s) on the online department time off calendar.

Arranges conference registrations and travel preparations through the Concur system.

Ensure all expenditures are processed according to institutional guidelines and expenses are reimbursed accordingly.

Provides timely submission of required reports / documents for applications, manuscripts, and grants by tracking stages, alerting investigators, and initiating the response process.

Assists with new faculty recruitments and appointments.

Prepares reports and assists with special projects as assigned

Reconciliation

Maintains faculty PRS funds, Chair Account, and detailed records on each faculty member's expenditures.

Serves as backup entering Purchase Requisition forms when ordering goods and services for medical, lab / office supplies, professional services, and any purchases requiring pre-approval, such as capital equipment and controlled assets.

Maintains control of ProCard purchase expenses, reconciles and ensures compliance with institutional regulations, guidelines, and policies.

Other Duties

• Attend meetings as necessary when asked by management.
• Arrange conference rooms, catering, and equipment.
• 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.

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.