Senior Administrative Assistant - Thoracic-Head & Neck Med Onc

The mission of The University of Texas MD 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.The ideal candidate will have experience managing outlook calendars for faculty and staff, as well as completing travel arrangements. Experience with Concur and processing expense reports is also preferred.Strategic Planning Administration Support

Assists the Deputy Section Chief, Director of Translational Research, Director of Cancer Network Research and the Lung Cancer Program faculty leaders with the planning and execution of goals, strategic aims and the business activities for the Department of Thoracic/Head & Neck Medical Oncology.

Proactively manages master calendars for program initiatives to ensure successful administration of meetings, seminars, working groups and collaborations, functions, conference etc.

Proactively designs and manages master calendar for effective and efficient use of time and resources. Is the sole manager for allocating sufficient blocks of tim for planning and executing program and department-wide objectives. Responsible for tracking strategic plans across working groups and completion of calendared transaction and projects.

Coordinates special projects and provides liaison work within the department and across the institution on behalf of the Lung Cancer Program and the department.

Proactively manages outside visitors to the program including speakers, VIPs and other external guests. Handles all arrangements for successful program and department engagements in person and via remote approaches. Resolves day to day problems that impede the success of administration functioning.

Works with faculty, staff and trainees across department and institution to achieve time driven plans of action for program initiatives.

Laboratory Research Activity Administration Support

Coordinates and proactively designs and implements meetings with relevant stakeholders, including all members of their teams (staff, trainees, and administrative workforce) supervised by the Deputy Section Chief and the Director of Translational Research.

Coordinates and proactively designs and implements executive meetings with industrial partners, supervised by the Deputy Section Chief and the Director of Translational Research.

Provides administrative support to research laboratory-based teams of the Deputy Section Chief and the Director of Translational Research.

Coordinates calendars of research laboratory-based teams of the Deputy Section Chief and the Director of Translational Research.

Manages and completes orders and expenses of laboratory-based teams under the Deputy Section Chief and the Director of Translational Research.

Manages and coordinates laboratory-based recruitments for the teams of the Deputy Section Chief and the Director of Translational Research.

Business Activity Administration Support

Ensures the program faculty are briefed and up to date on activities associated with the program's daily agenda. Ensures all program materials and plans are ready to execute for meetings, reports, grant submissions, philanthropy activities, press releases etc. achieving maximum efficiency and effectiveness for the program.

Prepares and delivers presentations, reports, letters, memos, graphs and other documents according to the program's established standards. Conveys program standards across department program initiatives to achieve uniformity, and standard objectives for work deliverables.

Coordinates meetings with relevant stakeholders. Prepares meeting materials, documents meeting summaries and tracks action items for follow up.

Determine agenda and follow-up on agenda items to ensure completeness and maintains database of attendance and participation in meetings

Responsible for program leaders travel approvals, documentation of expenditures and reimbursement of expenses according to institution guidelines.

Responsible for identifying and complying with institution policies as they relate to funding stewardship, conflict of interest, fiscal solvency etc. Manages faculty budgets and ensures allowable and allocable spending according to institution guidelines.

Responsible for assisting with research grant and clinical trial business document development and coordination in association with program scientific researchers, grant managers etc.

Manages the membership, meeting schedule, and communication for project related committees, internal and external advisory boards, collaborators and industry partners/institutions.

Manages business relationships between THNMO Dept and industry sponsors, external advisory boards, external collaborators and institutions.

Assist with manuscript submissions, creation and maintenance of an EndNote Library, ensuring the bibliography and references are formatted for each manuscript, final edits, resubmissions and following through until the manuscript has been published.

Grants, Progress reports, contracts, and other related activities

Obtain up-to-date information and prepare Biographical Sketches and other support.

Obtain relevant information and prepare key personnel reports.

Assisting with confidentiality disclosure agreements by ensuring that the correct information is requested and received and then working with the M.D. Anderson legal department to finalize the agreement.

Assisting with conflict-of-interest disclosures by ensuring that the proper information has been included in all contracts and by working with Research Services to obtain approval and signatures.

Initiate and assist in scheduling grant-related meetings, arranging for conference rooms and catering, as appropriate.

Distribute agendas and/or meeting minutes to investigators.

Budget and Financial Responsibilities

Track and monitor faculty PRS account balance spreadsheet.

Assist faculty with management and accountability of funds for clinical research trials and grants

Assist faculty with the submission of regulatory paperwork for ongoing clinical trials and associated finances, via DocuSign

Assist faculty with the submission of paperwork for grants, budgets and related finances

Other duties as assignedEducationRequired : High school diploma or equivalent.ExperienceRequired : 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.htmlAdditional Information

Requisition ID: 170994

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

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