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Senior Administrative Assistant - Thoracic and Cardiovascular Surgery

📁
Admin/Clerical Support
💼
Surgery 195100
📅
121142 Requisition #

The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report’s 2017 rankings. It is one of only 49 comprehensive cancer centers designated by the National Cancer Institute.

 

The primary purpose of the Senior Administrative Assistant position is to provide complex administrative and secretarial duties requiring independent judgment and problem solving skills. Composes formal and informal correspondence, coordinates meetings, and alerts and assists with editing and submission for grants, publications, and protocols. Provides professional and supportive assistance to new/current patients and referring physicians. Reconciles and updates faculty member’s CV on a monthly basis, renews medical and pharmaceutical licenses, and assists with annual faculty appraisal.  Arranges all aspects of travel and recording of CMEs from conferences, seminars and training sessions.


SALARY RANGE
Minimum: $38,800 – Midpoint: $49,500 – Maximum: $60,200
 
ESSENTIAL JOB FUNCTIONS 
Administrative Support  

Composes formal and informal correspondence. Coordinates and sets up meetings. Handles faculty member’s calendar by scheduling meetings, blocking time for clinic and the OR. Sends meeting reminders, prints daily schedule, adds weekly clinic patients and OR cases. Creates and formats presentations. Alerts and assists faculty with adhering to upcoming deadlines. Alerts and assists with editing and submission for grants, publications, protocols. NIH Biographical Sketch and Other Support documents updated on quarterly basis. Demonstrates independence in planning and timing work deadlines and schedules. Handling telephone calls from patients, referring physicians, care centers, etc. Directs inquires to the proper patient care area / takes complete messages. Provides professional and supportive assistance to new patients and referring physicians. Provides correspondence to referring physicians on patient status updates. Renewal of physician’s medical and pharmaceutical licenses. Maintaining, updating and reconciling physician’s CV on a quarterly basis. Review CV with faculty member after reconciliation and verify any additions/deletions. Assists faculty in preparation of annual faculty evaluation forms. Coordination and management of CMEs – scheduling, recording, submission, etc.

Thoracic Multidisciplinary Support    

Thoracic Multidisciplinary Conference - compile agenda, ensure that the moderator calendar is updated, and communicate with email requests that come in regarding the conference with requesters and moderators. Main Line coverage Monday - Friday. Greets, screens, and routes telephone calls and visitors. Processes routine requests, using strong verbal, listening and written communication skills to route and process effectively. Performs general secretarial duties, such as typing continuing repetitive types of correspondence/memoranda, labels, and work requests, and faxing documents. Receives all incoming departmental faxes, reviews and distributes to appropriate individuals including HIM for inclusion in patient medical record. Sorts and distributes mail. Walks from one area of the hospital complex to another to deliver and pick up information, documents, and medical records. Collects soiled lab coats of assigned faculty and nurse practitioner and delivers to facility for cleaning and picks up clean lab coats belonging to department and distributes accordingly. FMLA/Disability Forms coordination and management - check fax for receipt of forms, enter in log, contact patient to confirm receipt, complete form, email APP for approval & signature, fax/email/mail back to requestor and mail copy to patient, notify patient that form has been completed and sent to the requester and copy is in the mail, email a scanned copy to HIM.

 
Travel, Reimbursement and Account Reconciliation  

Arrange travel, coordinate travel schedules, confirms reservations. Prepares and submits travel reimbursements accurately and timely. Submit leave request via email to TCVS Timekeeper. Update leave requests upon revision to travel or leave plans by email notification to TCVS Timekeeper. Tracks extramural leave days. Organize travel folder and materials for offsite meetings/conferences. Monthly account reconciliation for assigned company centers.


EDUCATION
Required:  High school diploma or equivalent.
Preferred:  Bachelor's degree.

 

EXPERIENCE
Required:  Five years administrative/secretarial experience. With preferred degree, one year of required experience.


LICENSE/CERTIFICATION
Required:  None.
Preferred:  Certified Professional Secretary.


OTHER:

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

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