Job Information
MD Anderson Cancer Center Senior Administrative Assistant - Gynecologic Oncology in Houston, Texas
JOB SPECIFIC COMPETENCIES
Administrative Support
Description: Provides administrative support including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, maintaining calendar of assigned faculty and special projects. Attends to all travel and travel related follow-up from requesting travel through appropriate channels, to following established procedures for recording absences from clinic through submitting requests for reimbursements. Prepares medical photography requests, catering requests, conference service requests, and other institutional forms. Prepares and submits Faculty Leave Report and other reports as required/requested. Provides patient care support by composing letters and forms, printing clinic and surgery schedules, and handling and redirecting patient calls. Creates and formats presentations and posters for faculty, fellows and other team members.
CV/Journal/Manuscript/Grant - Requests
Description: Updates curriculum vitae and biographical sketches for faculty as required, including current publications, presentations, committee memberships, and awards. Maintains current CV's and biographical sketches in Faculty Information System (FIS) for assigned faculty. Searches and retrieves journal articles from online databases or MDACC Research Medical Library. Orders articles via the Inter-library Request Form (ILLiad). Prepares, types, and assembles drafts and manuscripts. Submits manuscripts to Scientific Publications for review and editing prior to submitting to journal(s). Obtains required signatures and forwards to appropriate institutional departments for approval. Types, compiles, and assembles grant applications using appropriate and current forms. Verifies accuracy and completeness of text, and budget numbers and ensures that all the necessary forms are accurate, complete, and in the proper sequence. Prepares and maintains abstracts and biographical sketches for faculty and other staff as needed for grant submissions and other requests. Obtains required signatures from the Surgery Department Administrator, Chairman, and Division Head prior to forwarding the grant to the Office of Research for approval. Maintains copy of grant for the faculty file and provides a copy to the accountant for department files. Establishes and maintains grant files for new and existing grants/proposals.
Account Reconciliation & Financial Management
Description: Reviews and reconciles designated grant, research and other company/center accounts belonging to assigned faculty, on a monthly basis, to verify accuracy and to resolve errors. Compares company/center report expenses with expense documents received for purchases made or services performed. Receives and files expense/supporting documents and company/center reports, in the designated location, as they are received, to ensure that they are accessible when needed. Accesses the Financial/Purchasing Database to review and verify encumbered/estimated expenses posted and confirm actual expenses incurred. Notifies the Office Manager, Financial Analyst or Operations Manager of any discrepancies and adjustments, as necessary.
Pre-Award Grant Preparation
Description: Works with Principal Investigators to develop grant and contract proposals including subcontracts per the guidelines of the funding agency. Completes all administrative responsibilities related to completion of the research proposals. Assists the PI in the interpretation of funding agency regulations and requirements. Edits and proofreads with attention to the budget, justification, abstract and biosketches. Coordinate and/or prepare all grant application materials, including but not limited to: Performance Sites, Budgets, Budget Justification, Biographical Sketches, Other Support, Resources, and all components of the Research Plan for all investigators. Ensure that application materials are accurate and consistent with department and institutional standards and policies. Maintains extensive communication with PI, regarding decisions around the grant process. Establishes excellent working relationship with internal and external collaborators and supportive offices. Maintains familiarity with sponsor forms, guidelines, and agency changes in process and procedures. Serves as a resource to faculty and staff regarding all research applications and reporting related issues. Provides ongoing information concerning changes in federal policy, institutional, and divisional initiatives to relevant program, department staff, and grant investigators.
Other duties as assigned.
Required Education:
High school diploma or equivalent.
Required 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.
Preferred Experience:
Pre award grant experience, administrative support experience, finance and accounting experience, organizational skills, a good team player, excellent communication skills.
Work Schedule:
This position has a hybrid onsite/remote schedule. This individual will work 2 days onsite per week. Additional days onsite may be required based on the needs of the department.
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.html
Additional Information
Requisition ID: 170603
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 45,000
Midpoint Salary: US Dollar (USD) 56,500
Maximum Salary : US Dollar (USD) 68,000
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