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Sr Administrative Assistant- Anesthesiology & Critical Care – Research Support.

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Admin/Clerical Support
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Anesth, CC & Pain Med - Rsch 900181
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119779 Requisition #
Sr. Administrative Assistant opportunity in Anesthesia & Critical Care-Research Support.  The ideal candidate will have five years of administrative/secretarial experience.  With preferred degree, one year of required experience.  Candidates with grant experience and experience working in a research area are preferred.    
 
Salary Range:  min - $38,800 mid - $49,500 max - $60,200
 
 
SUMMARY
The primary purpose of the Sr. Administrative Assistant position is to support the Division’s basic research program.  Ensures and maintains a proactive environment of support of the Division’s Principal Investigators, trainees and laboratory staff.  Coordinates Quarterly Research Seminars, travel arrangements, laboratory supply ordering, trainee appointments, faculty recruitment, and faculty support.
 
KEY FUNCTIONS
 
1. Administrative Coordination
  • Administrative support for faculty and assist lab personnel with administrative needs
  • Types, proofreads, edits and formats all documents to achieve error-free output
  • Calendar management-recognizes schedule conflicts, reminding faculty/confirming appointment
  • Process travel request within a 24-28 hour turnaround upon receipt of information to include scheduling flights, hotel, arrangement, registration
  • Submit reimbursements within 24-48 hours, monitoring and creates reimbursement submissions to ensure compliance to institutional established 45 day guidelines
  • May assist Faculty and staff in obtaining appropriate forms for grant or protocol preparation and reviews for subsequent submission
  • Completes written forms for license/certification/society dues applications and renewals for assigned physician staff by specific renewal date
  • Provides requested CV updates to coordinator for FIS entry
  • Manages and coordinates monthly faculty meetings and research seminars.
  • Coordinate and maintains research department website, solicits information to incorporate into web site additions, updates, etc.
  • Receives incoming packages and conducts scheduled mail runs
2. Fiscal Activity and Financial Reporting
  • Submit Bookkeeping/Reconciliation within established timeline (90% compliance)
  • Processes PRS and time-off logs for assigned faculty, providing accurate and timely reports upon demand
  • Monitor and balance chartfield string budget activity as assigned, requiring complex account review, tracking and analysis, cost projections, status reports and identification of potential problems.  
  • Processes requests for reallocation of funds and transfer of expenses as deemed appropriate according to sponsoring agency guidelines
  • Prepare and update the faculty expenditures using PRS Development Funds on a monthly basis with monthly reports to Associate Director for Research.  
  • Complete the typing and/or processing of check requests, travel requests, print shop requests, order forms/requisitions (i.e. ready for authorized signature) within two days of request
  • Will initiate expense reimbursement utilizing the CONCUR system when required
3.  Assists with Research Supply Chain Management
  • Supports ordering of lab supplies/drugs/agents and capital equipment for all research personnel via Resource One or Procard
  • Receives orders and ensures proper documentation is submitted to purchasing
  • Follows up and resolves supply chain issues: questionable charges, identification of problems and investigate, close contact with vendors and buyers
  • Coordinates the regulatory paperwork required for animal orders and follows-up on animal delivery and housing/maintenance
  • Ensures the backup buyer is trained and able to complete research orders in a timely and accurate manner
  • Manages and reconciles ProCard for research purchases
  • Monitors off-site agreements of individual faculty for yearly inventory
4.  Research Trainee appointments and Faculty Recruitment
  • Assists with the coordination of research trainees by communicating about the appointment process, overseeing Discover application system, and working with the offices of Trainee & Alumni Affairs, International Affairs, and the Visa Office to ensure a successful onboarding process.
  • Updates and maintains emergency call list for research staff.
  • Acts as a liaison between department and candidate to establish Candidate Visit
  • Coordinates and distributes candidate itinerary
  • Coordinates travel arrangements as required
  • Coordinates receipt of required document and submits to appropriate area
  • Communicates weekly recruitment status to Manager.
5.Other duties as assigned.
EDUCATION
Required: High school diploma or equivalent
Preferred: Bachelor’s degree

EXPERIENCE
Required:  
Five years of administrative/secretarial experience.  With preferred degree, one year of required experience.
Preferred: Grant experience and experience working in a research setting.

LICENSURE/CERTIFICATION
Required:  None
 
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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