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.

SUMMARY

The primary purpose of the Administrative Assistant position is to provide administrative support to all groups within the IROC Houston QA Center, including the IROC Houston QA Center Director and the other IROC Houston medical physicists. These duties include but are not limited to faculty support, Kronos timekeeping, and document preparation (data collected by radiation physicists while reviewing institutions that are participating in clinical trials), and other correspondence. These duties will also include assisting with maintenance of comprehensive IROC Houston documents, completing travel and ordering office supplies.

The ideal candidate will have working knowledge of MD Anderson's systems and processes, as well as Microsoft Office and experience coordinating calendars through Microsoft Outlook.

JOB SPECIFIC COMPETENCIES

Administrative Support

• Provides administrative support to the IROC Houston QA Center Director and the other IROC Houston faculty and professional staff.
• Maintains and updates all faculty and professional staff's CVs and well as the IROC Houston master publication list. 5-6 members
• Assists with maintenance of comprehensive records relating to IROC Houston QA Center documents, including scanning and storing of electronic data.
• Assists with the annual TPC meeting.
• Responsible for sending out phantom reports, entering them into credentialing, and linking them to the Access Database.
• Primary point of contact for front desk coverage and phone coverage, other correspondence, copy machine, IROC mailbox and office/facilities maintenance issues.
• Other duties as assigned by supervisor

Purchasing

• Responsible for ordering all office supplies, shipping supplies and research consumables for IROC and the ADCL.
• Completes monthly reconciliations of procard transactions.
• Completes monthly certifications of statistical samples (STAT).
• Completes reimbursements for employee purchased supplies in Concur.
• Creates orders for computer equipment through CEMS.

Site Visit Documentation Support

• Prepares pre-visit letters for IROC Houston physicists' site visits (VA, Virtual, Remote, etc.).
• Prepares and send data request emails to sister institution's physicist and oncologist.
• Prepares site visit data document (red doc) prior to the site visit.
• Makes edits to the dosimetry review site visit documents, binds the final version (blue doc) and mails report to the participating institution.
• Tracks site visit comments received.

Travel

• Coordinates travel arrangements for IROC faculty and classified staff including registrations, hotel accommodations and transportation.
• Collects receipts, completes and submits travel reimbursements according to Institutional travel policies

Timekeeping

• Primary Kronos timekeeper/editor for IROC and the ADCL.
• Organizes and maintains Kronos documentation by group.
• Tracks attendance counts to send to supervisors weekly along with a monthly total that is needed for possible corrective actions.

Service Orientation

• Must interact in a professional manner with patients/customers, visitors, co-workers and staff at all times
• Must maintain confidentiality at all times.

Other duties as assigned

Education

Required: High school diploma or equivalent.

Preferred: Bachelor's Degree

Experience: Four years of administrative/secretarial experience. With preferred degree, no experience 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: 158797
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 37,500
• Midpoint Salary: US Dollar (USD) 46,600
• Maximum Salary : US Dollar (USD) 56,000
• FLSA: non-exempt and eligible for overtime pay
• Fund Type: Soft
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No
• Science Jobs: No

#LI-Hybrid