Senior Administrative Assistant - Thoracic Head & Neck Medical Oncology
JOB SPECIFIC COMPETENCIES
Performs clerical and administrative functions for assigned faculty, department administrator and/or staff. Compiles reports and composes correspondence.
Proactively manages calendars for clinical and research faculty to ensure successful administration of meetings, seminars, working groups and collaborations, functions, conference etc.
Proactively manages outside visitors to the program including speakers, VIPs and other external guests. Handles all arrangements for department engagements in person and via remote approaches. Resolves day to day problems that impede the success of administration functioning.
Works with faculty, staff and trainees across 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 of laboratory-based teams.
Manages and coordinates laboratory-based recruitments.
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 program initiatives to achieve uniformity, and standard objectives for work deliverables.
Coordinates meetings with relevant stakeholders. Prepares meeting materials, documents meeting summaries and tracks action items for follow up.
Determine agenda and follow-up on agenda items to ensure completeness and maintains database of attendance and participation in meetings.
Responsible for travel approvals, documentation of expenditures and reimbursement of expenses according to institution guidelines.
Responsible for identifying and complying with institution policies as they relate to funding stewardship, conflict of interest, fiscal solvency etc. Manages faculty budgets and ensures allowable and allocable spending according to institution guidelines.
Responsible for assisting with research grant and clinical trial business document development and coordination 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 THNMO Dept and industry sponsors, external advisory boards, external collaborators, and institutions.
Assist with manuscript submissions, creation, and maintenance of an EndNote Library, ensuring the bibliography and references are formatted for each manuscript, final edits, resubmissions and following through until the manuscript has been published.
Grants, Progress reports, contracts, and other related activities
Obtain up-to-date information and prepare Biographical Sketches and other support.
Obtain relevant information and prepare key personnel reports.
Assisting with confidentiality disclosure agreements by ensuring that the correct information is requested and received and then working with the M.D. Anderson legal department to finalize the agreement.
Assisting with conflict-of-interest disclosures by ensuring that the proper information has been included in all contracts and by working with Research Services to obtain approval and signatures.
Initiate and assist in scheduling grant-related meetings, arranging for conference rooms and catering, as appropriate.
Distribute agendas and/or meeting minutes to investigators.
Budget and Financial Responsibilities
Track and monitor faculty PRS account balance spreadsheet.
Assist faculty with management and accountability of funds for clinical research trials and grants.
Assist faculty with the submission of regulatory paperwork for ongoing clinical trials and associated finances, via DocuSign.
Assist faculty with the submission of paperwork for grants, budgets and related finances.
Other duties as assigned.
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. Must pass pre-employment skills test as required and administered by Human Resources.
NOTE - This position is hybrid and requires onsite presence 3 days / week every 6 weeks.
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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