Senior Administrative Assistant - Plastic Surgery

1. Faculty Support a. Independently plans and manages work deadlines and schedules. Maintain both the current year and a long-term year calendar for assigned faculty. b. Arranges all travel preparations, scheduling airline reservations and hotel accommodations as necessary. Ensure all travel expenditures are processed according to institutional policies and guidelines and that the respective faculty and/or staff are reimbursed accordingly. c. Maintains faculty extramural development leave and staff development funds (PRS). d. Maintains the most current information pertaining to faculty CV and biosketch, periodical publications and biographical sketch. e. Maintains calendars and schedules appointments with insight to anticipate date or time conflicts. Submits notification to clinic, Surgery Scheduling and other parties of faculty absence. f. Gathers materials on assigned subjects for use in preparation of scientific reports, speeches, or articles. g. Formats letters, reports, articles, memorandums, and speeches - usually of medical or related scientific nature. Able to compose routine correspondence. h. Prepares, along with the assigned faculty, submission of publications, abstracts, manuscripts, scientific posters, research studies, protocols, and other publications using EndNotes, PowerPoint, and other software. i. Accurately types and transcribes medical dictation, manuscripts, correspondence, abstracts, protocols, and other administrative documents. j. Assists faculty member with slide preparation and manuscript or grant submissions. k. Maintains record of Continuing Medical Education credits. Tracks and assists in reconciling deficiency reports for medical records. 2. General Administrative Support a. Takes and transcribes dictation, composes office correspondence consisting of letters, reports, and presentation of information relative to medical/educational/research topics. b. Transcribes and accurately types correspondence, grants, forms, abstracts, manuscript reviews, schedules, and other documents in the proper format, proofreads for errors and completes work within requested time frame. c. Types manuscripts in the proper format according to journal guidelines and author instructions. d. Answers telephone within 3 rings in a professional, pleasant manner; assists caller with required information and records calls accurately. Screens calls for proper routing and determines priority and importance of call. Takes message accurately and completely. e. Greets visitors by name and offers information in polite, professional manner. f. Collects and routes mail, film, slides, x-rays, medical records, requests, and other data requested. Locates and photocopies requested publications. Mails out requested reprints. Routes documents for proper signature(s). g. Responsible for notifying administrative office of own time away from office, to include detailed coverage information. 3. Other Duties a. Processes photography and other medical graphics requests. b. Assists residents, nurses, physician assistants, etc. as necessary. c. Performs aback-up duties for all administrative support staff in the Department when needed. d. Determines clinician's administrative needs during the absence of primary secretary. e. Performs other duties as requests by the faculty member, Program Manager, or Surgery Department Administrator. f. Problem solves by developing practical procedures and processes designed to most expeditiously use available resources. Required Education: High school diploma or equivalent. Required Experience: 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. Preferred Experience/Skills: Experience coordinating and arranging travel both domestic and international in a healthcare setting, have a strong service orientation and presents themselves in a professional manner, excellent communication skills - both verbally and in writing, able to multi-task and work on multiple items concurrently and see them through to completion, have excellent follow-up, experience working in teams. Work Schedule: This position has a hybrid onsite/remote schedule and will work onsite at least 2 days per week. This may be adjusted based upon operational needs. Depending upon the previous experience, the incumbent may work on-site every day as they are learning this position and will transition into the hybrid position as they are deemed ready to do so. Other Requirements: 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. Additional Information Requisition ID: 170323 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 #LI-Hybrid