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University of Texas MD Anderson Cancer Center
The primary purpose of the Senior Administrative Assistant is to provide complex administrative and secretarial support to assigned faculty in the Department of Hospital Medicine. This position will facilitate assisting with the onboarding of faculty, advanced practice providers, and clinical specialists for hospital medicine.
The senior administrative assistant will use independent judgement, problem solving, prioritization of tasks, and independent planning and implementation of projects. ensuring maintenance of clinical certifications that are required for providers to deliver revenue-generating patient care functions.
The ideal candidate is a highly organized and proactive administrative professional with experience supporting faculty, executives, or leadership teams in a healthcare, academic, or research environment. They excel at managing complex calendars, coordinating travel, preparing professional correspondence, maintaining credentials and CVs, and supporting departmental operations and special events.
The successful candidate demonstrates strong financial and organizational skills, including budget monitoring, expense reconciliation, purchasing processes, and compliance with institutional policies. They are detail-oriented, resourceful, and able to manage multiple priorities while providing exceptional customer service and building effective working relationships across diverse teams.
Their ability to independently coordinate projects and ensure timely completion of key initiatives contributes to the overall success of the department and faculty they support.
Coordinates, organizes, and carries out the day-to-day activities of the office.
Prepares purchase requisitions as required for the procurement of items requested by the department or assigned Faculty in accordance with the Institution's purchasing guidelines.
Assists with the departmental inventory maintenance.
Arrange conferences according to department specifications, including booking rooms, catering, and equipment.
Assist in the coordination of departmental special events (i.e., employee recognition, retreats, various initiatives, etc.)
Assists in strategic planning for department as determined appropriate by supervisory personnel within the Department.
Facilitates all components necessary for project initiation, implementations, and completion.
Manage faculty calendars while appropriately communicating with faculty of any date and time conflicts, confirmation of completed requests, and meeting reminders.
Provides comprehensive administrative/secretarial support to include assistance with manuscripts, CV, and abstracts.
Manages and updates curriculum vitae monthly in the institutional system.
Compose formal and informal correspondence and documents, creates, edits, and formats presentation, and compiles reports as needed.
Maintains physician's licenses and certifications.
Submits faculty time off requests to WebSchedule.
Tracks annual extramural per assigned faculty.
Prepare and coordinates travel itineraries for assigned faculty within the Concur System Database and ensure timely submissions for reimbursement expense reports.
Submits reimbursements, monitors, and balances the PRS budget activity per assigned faculty.
Reviews, manages and reconciles Faculty expenditures and use of PRS Development Funds on tracking system to verify accuracy and to resolve errors.
Partners with the DOIM Shared Services to maintain and upload supply chain documents received for purchases made or services performed comparing company/center report expenses.
Perform other duties as assigned.
OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.
The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, 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.http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
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Academic Research, Accidental Death and Dismemberment (AD&D), Administrative Skills, Budget Management, Calendar Management, Catering Services, Conference Management, Customer Support/Service, Detail Oriented, Establish Priorities, Expense Reports, Expense Tracking, Fitness, Healthcare, High School Diploma, Hospital, Hospital Administration, Inventory Management, Leadership, Medicine, Multitasking, Onboarding, Operational Support, Organizational Skills, Patient Care, Pivotal CRM, Prepare Correspondence, Problem Solving Skills, Project Planning, Project/Program Coordination, Purchase Orders, Purchasing/Procurement, Reconciliation, Reimbursement, Retirement Plan, Strategic Planning, Supply Chain, Time Management, Travel Planning
University of Texas MD Anderson Cancer Center
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