Experience Inc. Jobs

Administrative Support

Provides administrative support to assigned faculty and staff including, but not limited to, maintaining and updating Curriculum Vitae, manuscript/protocol/grant submissions, biographical sketches, keeping calendars, typing correspondence, assisting faculty with manuscript preparation, including editing and literature searches.

Oversees all routine general office functions, including, but not limited to, timekeeping in Kronos, FMLA tracking, space issues, work orders, office equipment, asset transfers, FAR submissions, contracts/maintenance, key requests/inventory, website updates, ordering and restocking office supplies for department, building access, etc. Demonstrate ability to maintain confidentiality, to execute any standard clerical duties, and ability to use independent judgment and analysis to gather facts and to determine appropriate solutions.

Reviews calendars for accuracy to coordinate travel arrangements for faculty and classified staff.; arranges clinic block and clinic coverage, airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details for travel. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures in a timely manner. Complete and submit accurate leave and extramural requests for faculty ensuring accurate record keeping concerning extramural travel. Coordinate conference registration fees and membership fees for faculty and/or other designees using institutional travel management tools in a timely manner and/or for early registrations.

Accurately processes and maintain current, general files of updated materials to include licensure, license renewal, medical, and medical/specialty society applications and/or renewals for assigned staff and forward to the proper personnel in the institution.

Administrative Coordination

Directs and coordinate institutional, divisional and departmental initiatives, including but not limited to project activities, special functions, events, conferences, retreats, create and format presentations using PowerPoint as well as using other software as necessary to complete the project, and all phases of assigned special projects delegated from faculty and department administration.

Assists in faculty and trainee recruitment by acting as the contact person. Arranges travel and accommodations if appropriate. Prepares meeting agendas. Ensures all expenditures are processed according to institutional guidelines. Works closely with Department Administrator to coordinate all aspects of faculty recruitment.

Assists with new appointments, credentialing (coordinates process according to institutional and regulatory standards), and promotion and tenure processes.

Other duties as assigned.

Financial & Purchasing Support

Completes the processing of payment requests, travel requests, purchase requisitions, order forms/requisitions, travel requests/reimbursements (i.e. ready for authorized signature). Prepare reimbursement requests for outside lectures. Must communicate project status (completion or delays) to manager as required. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor/physician and co-workers.

Monitors and reconciles account balances for specified departmental company centers (PRS). Complex account review, tracking and analysis, cost projections, status reports, and identification and resolution of potential problems/errors.

Completes monthly expense review.

Adheres to funding guidelines, institutional financial policies, and department internal controls procedures.

Interfaces with the IT team to resolve computer hardware and software problems, as well as to coordinate purchases of these assets.

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:

High-level understanding of clinical systems and terminology, project management, experience developing, writing, and editing content for various technical and administrative publications, as well as proofreading typed and typeset materials. Additionally, skilled in coordinating the display of graphics and overseeing the production of finalized documents, strong written and verbal communication skills, and problem solving skills.

Work Schedule:

Must be flexible. This individual will work 1-2 days per week.

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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

Additional Information

• Requisition ID: 170055

• 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