Senior Administrative Assistant - Thoracic Head and Neck Medical Oncology

Senior Administrative Assistant

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 U.S. News & World Report's 2022-2023 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.

Roles and Responsibilities

Strategic Planning Administration Support
? Performs clerical and administrative functions for assigned faculty, department administrators, and/or staff, including compiling reports and composing correspondence.
? Proactively manages calendars for clinical and research faculty to ensure the successful administration of meetings, seminars, working groups, collaborations, functions, conferences, etc.
? Proactively manages outside visitors to the program, including speakers, VIPs, and other external guests. Handles all arrangements for department engagements, both in-person and remotely. Resolves day-to-day issues that impede the success of administrative functions.
? Works with faculty, staff, and trainees across the department and institution to achieve time-driven plans of action for program initiatives.

Laboratory Research Activity Administration Support
? Coordinates and proactively designs and implements meetings with relevant stakeholders, including all members of their teams (staff, trainees, and administrative workforce).
? Coordinates and proactively designs and implements executive meetings with industrial partners.
? Provides administrative support to research laboratory-based teams.
? Manages and completes orders and expenses for laboratory-based teams.
? Manages and coordinates laboratory-based recruitment activities.

Business Activity Administration Support
? Prepares and delivers presentations, reports, letters, memos, graphs, and other documents according to the program's established standards. Conveys program standards across department initiatives to ensure uniformity and standardized objectives for work deliverables.
? Coordinates meetings with relevant stakeholders, prepares meeting materials, documents meeting summaries, and tracks action items for follow-up.
? Determines the agenda for meetings and follows up on agenda items to ensure completion. Maintains a database of attendance and participation in meetings.
? Responsible for travel approvals, documentation of expenditures, and reimbursement of expenses according to institutional guidelines.
? Identifies and ensures compliance with institutional policies related to funding stewardship, conflict of interest, fiscal solvency, etc. Manages faculty budgets to ensure allowable and allocable spending per institutional guidelines.
? Assists with the development and coordination of research grant and clinical trial business documents in association with program scientific researchers, grant managers, etc.
? Manages the membership, meeting schedule, and communication for project-related committees, internal and external advisory boards, collaborators, and industry partners/institutions.
? Manages business relationships between the THNMO Department and industry sponsors, external advisory boards, external collaborators, and institutions.
? Assists with manuscript submissions, creation, and maintenance of an EndNote library. Ensures that bibliographies and references are properly formatted for each manuscript, including final edits, resubmissions, and following through until publication.

Grants, Progress Reports, Contracts, and Other Related Activities
? Obtains up-to-date information and prepares Biographical Sketches and other support documentation.
? Gathers relevant information and prepares key personnel reports.
? Assists with confidentiality disclosure agreements by ensuring that the correct information is requested and received, working with the M.D. Anderson legal department to finalize the agreement.
? Assists with conflict-of-interest disclosures by ensuring that all necessary information is included in contracts and by working with Research Services to obtain approval and signatures.
? Initiates and assists in scheduling grant-related meetings, arranging for conference rooms and catering as needed.
? Distributes agendas and/or meeting minutes to investigators.

Education Required - High school diploma or equivalent.

Experience Required - 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.

Other - Must pass pre-employment skills test as required and administered by Human Resources.

Additional Information
? Requisition ID: 174094
? Employment Status: Full-Time
? Employee Status: Regular
? Work Week: Day/Evening
? Minimum Salary: US Dollar (USD) 45,500
? Midpoint Salary: US Dollar (USD) 57,000
? Maximum Salary : US Dollar (USD) 68,500
? 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

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