Sr Administrative Assistant - Infectious Diseases

MD Anderson
 Houston, TX

The Sr Administrative Assistant in the department of Infectious Diseases, Infection Control & Employee Health performs complex administrative support of a highly confidential nature requiring independent judgement, initiative, discretion, and a basic knowledge of medical terminology and administrative procedures. Demonstrates a high level of interpersonal and quantitative skills to organize and maintain data, prioritize requirements of multiple faculty and prepare work products within general guidelines.

The mission of the department of Infectious Diseases, Infection Control & Employee Health is to provide specialized expertise in the prevention, diagnosis, and treatment of infections in cancer patients through high quality clinical consultation, infection control and research programs, providing expert clinical consultations to both adult and pediatric cancer patients. Our clinical services provide access to newer treatment options and protocols for the management of various infections and disease states (neutropenic fever/sepsis), as well as expertise in the standard management of complex infections unique to our patient population. Our department is instrumental in developing institution pathways for the management of infections in various treatment settings (hospital, emergency center, outpatient, home therapy), and for making institutional and national guidelines for appropriate antibiotic usage.

JOB SPECIFIC COMPETENCIES:

Administration Operations: 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. Submit and maintain supporting faculty leave requests and leave balances using the PTO Tracker. 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 meetings. 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. 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.

Fellowship Program: Provide high level administrative support to the Program Director, to include but not limited to maintaining and updating company/center budget activity in PRS Tracker, schedule meetings, calendar management, maintain and update faculty CV in FIS, facilitate and coordinate communications with DoIM Education Program Coordinator, provide administrative support to fellowship program activities to include recruitment, orientation and onboarding processes for incoming and rotating fellows when needed.

EDUCATION:

Required: High school diploma or equivalent.

Preferred: Bachelor's Degree

Experience:

Required: Five years of administrative or secretarial experience. With preferred Bachelor's degree, one year of required experience.

OTHER:

Required: 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: 145407
  • Employment Status: Full-Time
  • Employee Status: Regular
  • FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)
  • Work Week: Days
  • Fund Type: Hard
  • Remote Work: Hybrid Onsite/Remote
  • Pivotal Position: No
  • Minimum Salary: US Dollar (USD) 38,800
  • Midpoint Salary: US Dollar (USD) 49,500
  • Maximum Salary : US Dollar (USD) 60,200
  • Science Jobs: No
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