Job Information
MD Anderson Cancer Center Sr. Administrative Assistant - Meyers Institute of Oncology Nursing in Houston, Texas
The mission of The University of Texas MD 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.
Summary
This role directs the daily operations of the Meyers Institute for Oncology Nursing (MION). This individual works closely with the Head, leaders, and staff of the Institute. Manages administrative functions, activities, and projects within the MION. This position requires collaboration and maintenance of relationships with key stakeholders from across the institution to positively impact the Institute.
Ideal candidate will have at least five years of administrative/secretarial experience with an Associate's Degree. Must have exceptional communication skills, detailed oriented and extremely organized.
Key Functions
business Operations - 40%
Supports Institute strategy execution, goals, projects, and priorities in collaboration with the MION team.
Facilitates teambuilding and collaborative planning to foster collegiality and promote knowledge development.
Develops presentations, including fact finding, data and information gathering.
Manages and tracks MION prioritized tasks.
Organizes team meetings.
Manages the schedules of the Head and the Executive Director, coordinating meeting requests from internal and external stakeholders. Utilizes discretion to prioritize and coordinate schedules effectively.
Coordinate appointment calendars; reserve rooms; request ancillary products/catering as needed, etc. for meetings chaired by the Head, prepare and distribute agendas/documents; assemble material/provide handouts; format presentations, as determined applicable.
Attend MION meetings; capture action items/germane meeting notes; complete draft of action items/meeting notes in a timely manner; submit to relevant associates for review/distribution.
Provides daily briefings to the Head and the Executive Director, ensuring thorough preparation for upcoming engagements.
Collaborates with the Executive Director to oversee the review process of documents for the Head, including materials and timely follow-up on critical items.
Collaborates with the information systems support group to address and resolve computer hardware and software issues.
Manages Institute events including team retreats, holiday and other celebrations, national and international guest visits, etc.
Manages day to day business operational flow, exercising professional judgment and making timely decisions.
Project Management - 20%
Participates in projects and committees delegated by the Head and Executive Director.
In collaboration with the Head and Executive Director, review project scopes to ascertain how best to provide administrative support; at a minimum, help assign timelines; assist or handle data collection and reporting; assure accuracy and timeliness related to project scope(s).
Organizes, facilitates, and oversees processes which support proactive and coordinated preparation for project meetings with stakeholders and committees.
Develops formal presentations for various audiences, both internal and external.
Create/functionally utilize applications for databases, graphics, presentations, charts and tables; generate tracking mechanisms, input relevant data, and distribute accordingly.
Serves as an administrative liaison between nursing executives and other stakeholders; communicates directives, instructions, and assignments, and ensures follow-up on the status of assignments to facilitate direction for new, current, and ongoing initiatives led by assigned executive(s).
Finances-20%
Executes financial transactions and, in consultation executive leadership from MION, Division of Nursing and/or the Office of the Chief Operating Officer.
Monitors and reconciles chart string activity ensuring purchases are justified and within institutional and divisional guidelines.
Manage travel and expense reimbursement policies and practices.
Manage procurement activities and oversee reconciliation processes for ProCard purchases within the Institute.
Manages financial records in accordance with specified guidelines and directives and in collaboration with executive leadership.
Adhere to all legal and regulatory requirements pertaining to purchasing and expenses.
Gain approval for financial expenditures; create purchase requests.
If assigned ProCard, handle fiduciary oversight and timely reporting.
If assigned as a Property Controller, responsibilities will include at a minimum, managing departmental inventory; completing timely and accurate annual inventory scanning/reconciliation process; completing bi-annual institutional space surveys.
Administrative Functions- 20%
Manages/oversees organizational charts, job requisitions, and Kronos review. Serves as primary timekeeper for the Institute.
Manages confidential information including grievances, appeals, and personnel changes, collaborating closely with Human Resources personnel to ensure compliance with institutional and government regulations. Drafts responses on behalf of the executive.
Manages process for annual submission for executives' direct reports' performance evaluations.
Prepares and maintains correspondence, reports, manuscripts, curriculum vita, spreadsheets and databases.
Contributes to the selection and interview process for administrative support staff, as directed by the executive(s) and/or division leaders. Serves as a subject matter expert for onboarding procedures and provides support for additional onboarding/training needs of new hires.
Renews license and credentialing for Head.
Set up virtual, hybrid, and/or in person meetings using virtual meeting platforms and other media. Facilitates travel arrangements for the MION leadership.
Other duties as assigned.
REQUIREMENTS
Education
Required: High school diploma or equivalent.
Preferred: Associate's Degree.
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.
Licensure/Certification
Preferred: Certified Professional Secretary.
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: 174047
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: Onsite
Pivotal Position: No
Referral Bonus Available?: No
Relocation Assistance Available?: No
Science Jobs: No
#LI-Onsite