Sr Administrative Asst

About the Role

The primary purpose of the Senior Administrative Assistant position is to perform complex work in the Department of Palliative, Rehabilitation, and Integrative Medicine. Respect sensitive issues encompassed in the day-to-day communication between physician and patient. Have basic knowledge of advanced secretarial procedure coupled with correct use of medical terminology, grammar, punctuation and spelling. Have ability to multi-task without compromising attention to detail. An ideal candidate will have experience supporting multiple faculty members in a clinical, academic, or research setting. Preferred experience includes calendar management, meeting and travel coordination, event planning, faculty credentialing, manuscript and publication support, expense reimbursement processing, and preparing presentations and professional documents. The ideal candidate is organized, detail-oriented, able to manage competing priorities, and works well in a collaborative team environment.

Administrative Functions

• Provide high level administrative support for departmental administration and/or multiple departmental faculty
• Prioritize jobs and independently seek out resources necessary to complete assigned tasks
• Provide support to other department staff, as required, and provide coverage for other support staff in the event of illness or vacation
• Oversee administrative support staff special projects as assigned by operations manager
• Support staff training adhering to deadlines and institutional policies and procedures
• Distribute incoming/outgoing mail and lab coats
• Answer and direct the patient care process by handling incoming telephone calls from patients, referring physicians, care centers and new patient referral
• Manage daily Outlook calendar including meeting invites, room reservation, on-call schedule and clinic days
• Coordinate and submit Web Schedule time off requests per department guidelines
• Coordinate flights, transportation, hotels, and conference registration information for all conferences and/or training for faculty members
• Management of records and retention of vital files
• Management of Faculty/clinical providers (Appointment Packets, Promotions, Annual Appraisals, Midterm Reviews, and Credentialing)
• Maintain medical license, certification, and membership renewals
• Edit and submit Letters of Reference other faculty requested documents
• Coordinate events including scheduling rooms, speakers, invited guests, and ordering equipment/catering per faculty/administration request
• Coordinate staff, faculty, and operation meetings such as inviting and confirming attendees, scheduling a meeting room, and reminding attendees
• Coordinate with other admins in other departments to schedule meetings regarding Institutional initiatives and research
• Prepare documents as needed for meetings, special events, and special projects
• Maintain continuous CME credits
• Create and maintain curriculum vitae monthly
• Create and maintain biographical sketch updates
• Organize and attend blueprint meetings for protocols
• Coordinate Principal Investigator (PI) weekly meetings with research team
• Article searches including finding requested articles through Pubmed, Illiad requests, and Google scholar
• Design PowerPoint presentations and scientific posters for educational presentations and conferences
• Create, edit, and coordinate book/manuscript publications
• Incorporate comments by other members of the research team into manuscripts, abstracts, and protocols
• Ensure timely submission of abstracts and manuscripts to various journals and organizations

Financial Responsibility

• Create, manage and coordinate Concur authorization requests for travel
• Manage expense reimbursements
• Coordinate approvals from finance team for all financial transactions
• Other duties as assigned

Education

• Required: High School Diploma or Equivalent.
• Preferred: Associate's Degree or Bachelor's Degree.

Experience

• Required: Five years administrative/secretarial experience. With Associate's degree, three years required experience. With Bachelor's degree, one year experience
• Preferred: Experience supporting multiple faculty members in a clinical, academic, or research setting. Experience includes calendar management, meeting and travel coordination.

Other Requirements

Must pass pre-employment skills test as required and administered by Human Resources.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs
• Excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition

Pay

Minimum Salary: US Dollar (USD) 45,500
Midpoint Salary: US Dollar (USD) 57,000
Maximum Salary: US Dollar (USD) 68,500
FLSA: non-exempt and eligible for overtime pay

Schedule

Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Work Location: Hybrid Onsite/Remote