The Sr. Administrative Assistant is responsible for providing advanced administrative and project support. This position will work in a collaborative and highly matrix environment requiring responsiveness, initiative, independent planning, effective problem-solving skills, and excellent interpersonal and communication skills.

Administrative Support for CSO Office

• Coordinate, schedule, and attend various meetings. This includes gathering documents, creating meeting agendas and presentations, distributing information to attendees, securing meeting rooms, submitting catering requests, setting up meetings/webinars, taking meeting minutes, etc.

• Manage shared Outlook mailboxes; provide timely responses and escalate issues as needed; maintain distributions lists

• Coordinate travel and prepare reimbursement requests

• Process requests for purchase orders and order office supplies

• Maintain data in FileMaker Pro for departmental expenses

• Serve as the department's primary holder of the procurement card. Handle departmental registration fees, publication fees, etc.

• Reconcile procurement card and maintain financial records as needed on a monthly, quarterly and annual basis.

• Act as property officer; manage department assets

Project Planning and Coordination

• Coordinate the operational aspects of faculty recruitment efforts; process candidate applications; communicate application status with potential faculty and other stakeholders; maintain recruitment database; coordinate review panels

• Coordinate CSO sponsored events; oversee logistics and virtual/hybrid programming; arrange travel (flight, hotel and car); assist with honorarium and/or reimbursements; track expenditures and ensure that procurements are compliant with internal processes and within the available budget

• Track action items and completion of deliverables

• Prepare and distribute presentation materials, status reports, and other documents, ensuring completeness and accuracy

• Assist in the development, implementation, and maintenance of assessment tools

Draetta Lab Support

• Provide administrative support to Draetta lab members

• Assist faculty with preparing other support, CVs, and bibliographies for grant applications/renewals and manuscripts

• Ensures timely and accurate submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators, and initiating response processes

• Coordinates meeting invites, agendas, and responds to invitations on behalf of assigned lab members

• Coordinates travel arrangements (domestic and international) to include department/division approvals, travel itineraries, preparing travel/presentation materials, and travel reimbursement requests

Other duties as assigned

EDUCATION:

Required: High school diploma or equivalent.

Preferred: Associates or Bachelor's degree.

EXPERIENCE:

Required: 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: Proficiency in Microsoft Office applications (PPT, Excel, Word).

OTHER:

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

Additional Information

• Requisition ID: 170090

• 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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