The primary responsibility is for varied secretarial and administrative duties for the Chairman which requires the following skills: a) basic knowledge of medical terminology; b) computer literate with word processing skills; c) strong organizational skills; d) initiative; and e) independent judgment relevant to office operations and project development. This candidate will coordinate detailed, complex, and highly responsible administrative activities, often of a confidential nature, for the Department Chair and Department Administrator. This position requires the individual to interface/communicate with the department staff members (medical/clinical) and personnel at all levels in the department and Division of Cancer Prevention and Population Sciences, as well as other section/department/division personnel within M. D. Anderson Cancer Center and the surrounding medical community. The supervisor for this position is the Department Chair and Department Administrator.
JOB SPECIFIC COMPETENCIES
Administrative Operations
Calendar Management/Operations
• Organizes meetings, takes minutes, arranges catering, and provides logistical support for meetings/conferences.
• Set up appointments. Record pertinent events and functions to the calendar.
• Complete typing and/or processing of catering requests and/or conference room requests (ready for signature) within two days of requests as observed by supervisor and evidenced by date of request from supervisor and date of requisition.
• Makes sure coverage is obtained when needed, for meetings which the Department Head chairs.
• He/she must be able to understand and respond to telephone conversations with physicians and other members of the health care team, both within and outside of the institution. Clearly write and/or clearly communicate verbally person-to-person or over the telephone. Handle telephone with courtesy, accuracy and respect for confidentiality and demonstrate grammatical proficiency in English. Answer telephone in a clear and understandable manner. This includes taking a complete message with accurate date, time, name, number and information.
• Interfaces with the IT team to resolve computer hardware and software problems, as well as to coordinate purchases of these assets.
Travel Management
• Reviews calendars for accuracy to coordinate travel arrangements for the Chairman, assigned staff, and for faculty recruiting efforts as necessary; arranges airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details.
• Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures.
Correspondence
• Compose and write complex memos and letters utilizing correct business form and proper sentence structure.
• Utilize computer software available to ensure accuracy such as computerized spell checks, dictionaries, grammar handbooks, etc.
• Prepare graphs and charts utilizing various software. All documents must be proofread for accuracy before being returned to the author.
• Communicate project status (completion or delays) to originator and supervisor as required.
• Type all correspondence with 98% accuracy on first draft and 100% accuracy on second draft as evidenced by supervisor's notation of revisions and to complete first draft within one working day as evidenced by date submitted and returned to the supervisor for review.
• This work requires sitting for long periods of time at a desk utilizing a computer and keyboard for the input of data into the computer. Must have good hand and finger dexterity for the entry of information into the computer
Administrative Coordination
Reporting/Project Development
• Ensure the timely completion of reports, on behalf of the Chairman and or Department Administrator, for use by the department, division or institution. Makes sure information contained in these reports is both accurate and complete.
• Collect data, prepare presentations, and complete projects as required.
• Coordinate departmental projects involving compiling information from multiple sources.
• Demonstrate ability to work independently and use critical thinking skills.
Manuscripts/CV/Protocols
• Maintain curriculum vitae and biographical sketch in FIS.
• Visually review data on computer monitor checking for errors and editing as necessary.
• Prepare draft/final version of manuscripts, requiring visual review of handwritten text and/or use of a dictaphone. Follow-up on manuscript registration forms.
• Coordinate review of outside manuscripts.
• Coordinate protocol and grant submissions for the Chairman's projects making sure deadlines are met, revisions are made, and paperwork distributed to appropriate committees, departments and/or personnel.
Recruitment
• Assists with the process of faculty recruitment including recruitment forms, ads, travel arrangements, and speaker engagements.
• Prepares itineraries and informational packet for recruits.
Observers/Visitors
• Assist with processing applications to FAA and keep calendars for outside observers and visitors who come to the department.
• Maintain department files on observers and visitors.
Development
• Ensure appropriate correspondence is maintained with donors, including letters of acknowledgement and progress reports.
• Maintain informational database for annual donor drive.
Financial & Purchasing Support
Purchasing/Reimbursement Requests
• Complete the typing and/or processing of payment requests, travel requests, print shop/purchase requisitions, order forms/requisitions, travel requests/reimbursements (i.e. ready for authorized signature) within two days of requests observed by supervisor and evidenced by date of request from supervisor and date of requisition. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor/physician and co-workers.
• Prepare reimbursement requests for outside lectures. Must communicate project status (completion or delays) to supervisor as required.
• Complete forms for license renewal of assigned physician and staff.
• Complete medical/specialty society applications for assigned physician and staff.
• Perform simple mathematical computations with and without the assistance of calculators, including addition, subtraction, multiplication, division, computation of rate, proportions, etc.
• This work requires visually evaluating data and preparing information for input into the computer system via keyboard. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor/physicians and co-workers.
• Facilitate procurement of resources and services.
Reconciliation
• Monitors, projects and balances budget activity. Tracking and reconciling faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis.
• Maintain, track and reconciles all financial accounts that roll-up to the assigned faculty.
•Documents all expenses and accurately prepares all expense reimbursements according to institutional guidelines.
• Work with finance team to track and provide supporting documentation for all types of financial transactions in a timely manner.
• Complete monthly expense review (STAT Transactions)
• Adheres to funding guidelines, institutional financial policies, and department internal controls procedures.
EDUCATION:
Required: High school diploma or equivalent.
Preferred: Bachelor's degree.
EXPERIENCE:
Required: Six years of administrative/secretarial experience supporting a leadership/executive level position. With preferred degree, two years of required experience.
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: 166898
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 51,000
• Midpoint Salary: US Dollar (USD) 64,000
• Maximum Salary : US Dollar (USD) 77,000
• 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

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