Senior Administrative Assistant - Anatomical Pathology
- Requisition #: 170336
- Department: Anatomical Pathology
- Location: Houston, TX
- Posted Date: 12/31/2024
The ideal candidate will have strong Microsoft Office experience along with calendaring experience using Outlook, Zoom & Skype
JOB SPECIFIC COMPETENCIES
1. Administrative Level Support
• Provide high-level administrative support to all faculty within the Department.
• Responsible for coordination of travel activities for all faculty. Tasks are to include:
o Booking flights through the institution's Corporate Travel agency,
o Arranging for rental car, hotel accommodations, conference registrations, and
o Ensures all travel expenditures are processed according to institutional guidelines and reimbursed in a timely manner.
o Arranging travel via the Concur Travel System.
• Maintain departmental phone list and organizational chart.
• Provide oversight of administrative processes impacting the operation of the section and department.
Tasks are to include:
o Perform as the administrative back-up or desk coverage for EA
o Team lead/mentoring duties
o Training administrative support staff to ensure activities, phone coverage and assignments are maintained.
• Maintain and organize the inventory for the office supplies and equipment, ensuring lists are accurate and updated as required.
• Prepare, sort, and/or route incoming and outgoing mail/shipments/packages within the department.
• Primary Kronos timekeeper for the Department.
• Generate reports, documents, presentations, and spreadsheets including formatting tables, charts, graphs, and images.
• Input calendar entries, composing formal and informal correspondence.
• Handling highly confidential information adhering to HIPPA regulations when handling patient information.
• Manages Legal Requests, security of inventory on slides or blocks, ensures consents are in place. Keeps accurate and consistent records for the Pathology Custodian role and exercises mature judgement on requests for general slide and materials sent outside of MD Anderson.
• Communicates with Legal agents and agencies regarding patient materials and ensures collection of fees for services. Follows up on old requests, communicates disposition to agencies.
• Coordinates with the Legal Services officer at MD Anderson regarding process, special requests, and new guidelines.
• Sends slide requests to Cytopathology File Room and communicates with the File room on types of requests and status of slide orders and returns.
• Maintains the security of patient specimens and organizes the send out, using appropriate chartfields for shipping. Tracks payment and revenue for the Pathology Legal Requests.
• Investigates agency requests for materials to ensure security and protocols are followed for release and return.
2. Department Asset and Financial Support
• Serve as departmental purchaser as needed by using the institutional Resource One System.
• Submit requests for new office supply orders or equipment when appropriate and necessary.
• Ensuring that orders are prepared according to institutional purchasing guidelines and ensuring availability of funds, appropriate sources of funds, and obtaining proper authorized signatures and approvals
• Process accurate and timely expense reports, including follow-up, to ensure that all expenses are reimbursed promptly.
• Create, process, and track purchase orders, expense reports, etc.
• Monitor, track, reconcile, and attest financial funding sources
• Create, review, verify, track and process expense report(s), purchase order(s), catering requests etc. submitted by administration, faculty and/or fellows.
• PRS purchase orders for the faculty requests, i.e., books, iPads, Mac and Apple products, CDW orders, research products for faculty, serves as back-up for Office Supervisor.
• Manages collection of fees and balancing of account for Pathology Records Requests and Legal Requests for patient materials.
3. Meeting and Conference Coordination
• Responsible for scheduling and maintaining QI Conferences, Multidisciplinary Tumor Boards, Medical Director meetings, Quarterly Operations meetings, etc.
• Record meeting minutes and obtain proper signatures for attendance.
• Work proactively to anticipate and prepare materials needed for all conferences, meetings, appointments, correspondence, telephone calls, and teleconferences and to follow up on calendaring and outstanding issues.
4. Research Support
• Create and maintain CV's, Other Support Page, and NIH biosketch in appropriate institutional format using institutional software and other software as needed. Edit and proofread documents for errors and consistency. Responsible for updating information, monthly, by the last day of each month.
• Create, submit, and track patient material using appropriate institutional, divisional, and/or departmental system/procedures (ie, file room requests, slides imaging, special slide staining, material to be filed, CORe requests, etc).
• Assist with research related activities and projects; including but not limited to assisting in the preparation/submission of grants, protocols, etc.
• Performing advanced administrative duties related to research faculty, post-graduate fellows and research assistants. Assist with scheduling, reimbursements, and other research related activities, as needed.
• Performs, assists in Epic/Beaker/SlicerDicer searches for research faculty projects, using keywords and advanced medical terminology provided by faculty.
• Troubleshoots the search results at direction of the faculty (inaccurate results, i.e., financials, or case totals appear inaccurate)
• Assist faculty and/or clerical support with submission of manuscripts, abstracts, book chapters, articles and references using any appropriate software application such as Microsoft Word and Endnotes.
5. Other duties as assigned
High school diploma or equivalent. 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
#LI-Hybrid
JOB SPECIFIC COMPETENCIES
1. Administrative Level Support
• Provide high-level administrative support to all faculty within the Department.
• Responsible for coordination of travel activities for all faculty. Tasks are to include:
o Booking flights through the institution's Corporate Travel agency,
o Arranging for rental car, hotel accommodations, conference registrations, and
o Ensures all travel expenditures are processed according to institutional guidelines and reimbursed in a timely manner.
o Arranging travel via the Concur Travel System.
• Maintain departmental phone list and organizational chart.
• Provide oversight of administrative processes impacting the operation of the section and department.
Tasks are to include:
o Perform as the administrative back-up or desk coverage for EA
o Team lead/mentoring duties
o Training administrative support staff to ensure activities, phone coverage and assignments are maintained.
• Maintain and organize the inventory for the office supplies and equipment, ensuring lists are accurate and updated as required.
• Prepare, sort, and/or route incoming and outgoing mail/shipments/packages within the department.
• Primary Kronos timekeeper for the Department.
• Generate reports, documents, presentations, and spreadsheets including formatting tables, charts, graphs, and images.
• Input calendar entries, composing formal and informal correspondence.
• Handling highly confidential information adhering to HIPPA regulations when handling patient information.
• Manages Legal Requests, security of inventory on slides or blocks, ensures consents are in place. Keeps accurate and consistent records for the Pathology Custodian role and exercises mature judgement on requests for general slide and materials sent outside of MD Anderson.
• Communicates with Legal agents and agencies regarding patient materials and ensures collection of fees for services. Follows up on old requests, communicates disposition to agencies.
• Coordinates with the Legal Services officer at MD Anderson regarding process, special requests, and new guidelines.
• Sends slide requests to Cytopathology File Room and communicates with the File room on types of requests and status of slide orders and returns.
• Maintains the security of patient specimens and organizes the send out, using appropriate chartfields for shipping. Tracks payment and revenue for the Pathology Legal Requests.
• Investigates agency requests for materials to ensure security and protocols are followed for release and return.
2. Department Asset and Financial Support
• Serve as departmental purchaser as needed by using the institutional Resource One System.
• Submit requests for new office supply orders or equipment when appropriate and necessary.
• Ensuring that orders are prepared according to institutional purchasing guidelines and ensuring availability of funds, appropriate sources of funds, and obtaining proper authorized signatures and approvals
• Process accurate and timely expense reports, including follow-up, to ensure that all expenses are reimbursed promptly.
• Create, process, and track purchase orders, expense reports, etc.
• Monitor, track, reconcile, and attest financial funding sources
• Create, review, verify, track and process expense report(s), purchase order(s), catering requests etc. submitted by administration, faculty and/or fellows.
• PRS purchase orders for the faculty requests, i.e., books, iPads, Mac and Apple products, CDW orders, research products for faculty, serves as back-up for Office Supervisor.
• Manages collection of fees and balancing of account for Pathology Records Requests and Legal Requests for patient materials.
3. Meeting and Conference Coordination
• Responsible for scheduling and maintaining QI Conferences, Multidisciplinary Tumor Boards, Medical Director meetings, Quarterly Operations meetings, etc.
• Record meeting minutes and obtain proper signatures for attendance.
• Work proactively to anticipate and prepare materials needed for all conferences, meetings, appointments, correspondence, telephone calls, and teleconferences and to follow up on calendaring and outstanding issues.
4. Research Support
• Create and maintain CV's, Other Support Page, and NIH biosketch in appropriate institutional format using institutional software and other software as needed. Edit and proofread documents for errors and consistency. Responsible for updating information, monthly, by the last day of each month.
• Create, submit, and track patient material using appropriate institutional, divisional, and/or departmental system/procedures (ie, file room requests, slides imaging, special slide staining, material to be filed, CORe requests, etc).
• Assist with research related activities and projects; including but not limited to assisting in the preparation/submission of grants, protocols, etc.
• Performing advanced administrative duties related to research faculty, post-graduate fellows and research assistants. Assist with scheduling, reimbursements, and other research related activities, as needed.
• Performs, assists in Epic/Beaker/SlicerDicer searches for research faculty projects, using keywords and advanced medical terminology provided by faculty.
• Troubleshoots the search results at direction of the faculty (inaccurate results, i.e., financials, or case totals appear inaccurate)
• Assist faculty and/or clerical support with submission of manuscripts, abstracts, book chapters, articles and references using any appropriate software application such as Microsoft Word and Endnotes.
5. Other duties as assigned
High school diploma or equivalent. 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: 170336
- 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
#LI-Hybrid
