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Administrative Assistant
Seeking an Administrative Assistant to join the Keeling Center for Comparative Medicine and Research located in Bastrop, Texas. The goal of the department is to eliminate cancer and allied diseases by developing and maintaining specialized programs in animal models, research and education. Our standard will be defined by quality of care and research service as well as compassion and respect for the needs of research animals.
The ideal Administrative Assistant will have experience working in an academic setting and supporting multiple faculty members. Experience with Concur and Microsoft Office applications (including Excel, PowerPoint, and Teams) is preferred.
Location/Hours: Comparative Medicine Department, Bastrop, Texas / Monday - Friday, 8 am - 5 pm / 3 days onsite and 2 days remote.
Salary Range: $41,000 - $51,000 - $61,000
MD Anderson offers employees:
• Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week.
• Group Dental, Vision, Life, AD&D and Disability coverage.
• Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals.
• Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs.
• Tuition Assistance Program after six months of service.
• Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans.
• Employer paid life, AD&D and an illness-related reduced salary pay program.
SUMMARY
The primary purpose of the Administrative Assistant position is to perform complex administrative and secretarial duties requiring judgment within general guidelines for the Department of Comparative Medicine.
KEY FUNCTIONS
Faculty Support and Grant Administration
Provides administrative support utilizing appropriate systems for assigned faculty members, including preparation of manuscripts, educational and research materials, and Biosketch/CV’s.
Assists faculty with the preparation of grant proposals, progress reports, study reports and publications, etc. in accordance with specific formats and instructions set forth by the department, institution, funding agencies and journals. Ensures timely submission of required reports/documents by tracking stages, alerting investigators, and initiating response process.
Compiles reports and create and format presentations.
Develops and determines priorities and monitors the status of special projects.
Coordinates Seminar Series, Grand Rounds and workshops.
Provides support for departmental activities as requested by supervisor or faculty.
Facilitates the operation of office functions for assigned faculty, including the coordination of schedules and itineraries for visitors.
Provide back-up support for other faculty support staff in the department in the event of an absence or to alleviate workload.
Records and Database Management
Responsible for accurate and timely record management of nonhuman primate medical records to include complex data entry, maintaining a retention schedule, and coordinating pre-sale review distributions.
Coordinates animal record distribution for nonhuman primate sale transportation.
Prepares Animal Health Shipment Certificates and USDA Animal Transport Forms in preparation for transport.
Performs quality control verification in all record management.
Center and Department Administration
Prepares travel requests and travel reimbursements through Concur. Makes travel arrangements, lecture and conference scheduling, and maintains meeting calendar. Completes and submits institutional approval forms for events.
Assists with onboarding and offboarding activities.
Maintains the department PD warehouse
Monitors and respond to requests in departmental shared email inbox.
Processes purchase requisitions and reimbursement requests.
Assists other administrative support staff in planning various departmental functions or special projects.
Fosters effective interpersonal relationships with professional contacts within the institution.
Other duties as assigned.
EDUCATION
- Required: High School Diploma or Equivalent.
- Preferred: Bachelor's Degree.
WORK EXPERIENCE
Required: Four years Administrative/secretarial experience or no experience required with preferred degree.
OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.
The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.
This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.
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
