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Admin/Clerical Support
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VP Clinical Support Svcs Area 710378
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121146 Requisition #
The mission of The University of Texas M. D. 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.

SALARY RANGE: $38,800 - $49,500 - $60,200

SUMMARY
The primary purpose of the Senior Administrative Assistant position is to provide support for all business activities including business operation systems, delegated HR management, information systems, fiscal and budgetary affairs, and other activities essential to the successful operations of the department.

JOB SPECIFIC COMPETENCIES
Operational and Administrative Support Assists with organizing and planning daily departmental operations; Demonstrates problem-solving skills by independently seeking out answers and solutions to inquiries; utilizes analytical skills to resolve problems; effectively prioritize and juggle multiple concurrent projects; Exhibits control (maintenance) of departmental operations by assuring integrity of the unit; displays adaptability by consistently sustaining departmental responsibilities and meeting deadlines; Demonstrates computer proficiency by utilizing various software programs covering a wide variety of applications; Other duties as assigned; Ensures departmental compliance with institutional and financial compliance by working closely with the associate director and manager to develop operational plans for each fiscal year; actively monitors the progress of these plans; Ensures all timekeeping related duties are accurately processed in a timely manner; Assists with preparing and managing fiscal budget; Efficient in salary reconciliation and maintaining supporting documentation and/or files; Maintains employee position control chart. 

Communication Effectively communicates with departmental staff, ancillary departments and others via email correspondence, phone calls, and face-to-face interactions in an efficient and timely manner; conducts efficient follow up of relevant information; Coordinates communication with departmental personnel and outside vendors by handling calls, taking messages, paging, emailing; checks for and ensures all departmental mail is distributed to appropriate parties; Demonstrates exceptional listening skills and can effectively convey information verbally and written; Displays professional conduct whose strengths include cultural sensitivity; ability to build rapport with a diverse workforce in multicultural settings; Show consistency among principles, values, and behavior; gain the confidence and trust of others.

System Based Practice
Exhibits and maintains knowledge of Microsoft Words, Excel, Outlook and PowerPoint and other relevant system based software to ensure optimal efficiency of operations; Ensures proper paperwork and reports are prepared and submitted in timely manner to appropriated personnel, associate director and director using various software; Initiates contact with institutional resources to resolve information system related problems and/or issues; Evaluates new information systems to ensure efficiency, usefulness and ease of use; Monitors adequacy of information management systems in areas of responsibility
Equipment Usage and Safety Preparedness Ensures request for supplies are properly ordered; Monitors the condition and inventory of office equipment; Ensures broken office equipment is properly labeled and repaired; creates asset transfers of non-useable and/or foreign office equipment; Ensures Emergency and Bridge Continuity Plans are updated; Maintains knowledge of safety preparedness and assist department is JCAHO compliance

COMPETENCIES
Innovative Thinking - Approach problems with curiosity and open-mindedness; offer new ideas, solutions and/or options.

Practice-Based Learning and Improvement - Employee participates in on-going learning and demonstrates application of it in his/her role.

Service Orientation
Provide service to our stakeholders, including patients, caregivers, colleagues and each other, in a safe, courteous, accountable, efficient and innovative manner to include:
• Promoting inclusiveness and collegiality that demonstrates respect and professionalism to our stakeholders at all times
• Modeling safe, ethical behavior that mitigates risk to the institution through sound business practices, and adherence to MD Anderson’s Standards of Conduct, institutional policies and procedures
• Responding to requests in a timely manner while proactively communicating expectations for procedures, service arrival, or project deliverables to stakeholders
• Using the steps to HEAL (Hear, Empathize, Address and Learn) the relationship when service recovery is needed

Education
Required: High school diploma or equivalent. Specialized training in secretarial skills (such as word processing and business).
Preferred: Bachelor’s Level Degree

Certification: None
Preferred: Certified Professional Secretary

Experience

Four years secretarial experience including advanced secretarial duties. With preferred degree, one year of required experience.

Onsite Presence: Is Required

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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