Sr Administrative Assistant - Hospital Medicine

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.

DEPARTMENT ADMINISTRATIVE 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.

Arranges conferences according to department specifications, including booking rooms, catering, and equipment.

Assist in the coordination of departmental special events (i.e., employee recognition, retreats, diversity 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.

FACULTY SUPPORT:

Manages 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 ensures timely submissions for reimbursement expense reports.

Submits reimbursements, monitors, and balances the PRS budget activity per assigned faculty.

ACCOUNT RECONCILIATION & MANAGEMENT:

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.

MARGINAL FUNCTIONS:

Perform other duties as assigned.

EDUCATION: High school diploma or equivalent.

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.

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: 167844

• 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