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Administrative Coordinator - Nursing Administration

Company: MD Anderson Cancer Center
Location: Pasadena
Posted on: August 6, 2022

Job Description:

Administrative Coordinator opportunity in Nursing Administration Ideal candidate must have a high school diploma and nine years administrative experience to include two years in a health care environment or related field. With preferred degree, four years of required experience. Prefer candidates proficient in Microsoft Office (Word, Excel, PowerPoint). Knowledge of working in the SharePoint, Microsoft Teams, Webinar and Zoom. Good communication skills skills both verbal and written. This position is 100% on-site. SUMMARYThe primary purpose of the Sr. Administrative Assistant position is to perform complex administrative and support duties requiring judgment within general guidelines. The Sr. Administrative Assistant impacts department efficiency and productivity by supporting Directors and Executive Directors in Nursing Administration.JOB SPECIFIC COMPETENCIES 20%SUPPORT OF ADMINISTRATIVE, TRAVEL, PROJECTS, AND/OR INITIATIVES - EXECUTIVE DIRECTORS AND DIRECTORS Manage desk time; track initiatives/projects, proactively assist associates providing effective and accountable outcomes. A. In collaboration with the Director or Nursing Leader, review project scopes to ascertain how best to provide administrative support; at a minimum, help assign timelines; assist or handle data collection and reporting; assure accuracy and timeliness related to project scope(s). B. Collaborate daily with Division Administrator/Executive Directors, Directors to include discuss and coordinate information and tasks pertinent to the day's events; consistently communicate to associates throughout the day as necessary, essential meeting updates, project deadlines, emails, appointments, and so on, as well as during a weekly scheduled 1:1. C. On behalf of Division Administrator/Executive Directors/Directors regularly gather/provide status updates as requested pertaining to their direct reports'/associates' task deadlines, initiatives, projects, reports, committee activities, etc. D. Create/functionally utilize applications for databases, graphics, presentations, charts and tables; generate tracking mechanisms, input relevant data, and distribute accordingly. Accomplish mastery level for the Microsoft Office Specifically, Excel, PowerPoint, and other Microsoft Office applications. E. Collaborate with Inpatient Operations Managers to confirm proper chart strings for purchases and budgeting compliance. F. If necessary, adhere to institutional travel regulations and process travel requests and expense reconciliations as needed, using Concur.20%SCHEDULING/CALENDARING SUPPORT A. Maintain Division Administrator's/Executive Directors'/Directors' calendar(s) ensuring all are accurate and updated as often as necessary. B. Schedule meetings and committee activities proactively and/or at the request of the Division Administrator/Executive Directors/Directors or internal/external customers; C. Coordinate appointment calendars; reserve rooms; request ancillary products/catering as needed, etc. for meetings chaired by Division Administrator/Executive Directors/Directors, prepare and distribute agendas/documents; assemble material/provide handouts; format presentations, as determined applicable. D. Facilitate/attend Division Administrator's/Executive Directors'/ Directors' chaired meetings; capture action items/germane meeting notes; complete draft of action items/meeting notes in a timely manner; submit to relevant associates for review/distribution. E. Set up virtual, hybrid, and/or in person meetings using virtual meeting platforms and other media.10% FINANCIAL RESPONSIBILITY & PARTNERING A. Adhere to all legal and regulatory requirements pertaining to purchasing and expenses. B. Gain approval for financial expenditures; create purchase requests. C. If assigned ProCard, handle fiduciary oversight and timely reporting. D. If assigned as a Property Controller, responsibilities will include at a minimum, managing departmental inventory; completing timely and accurate annual inventory scanning/reconciliation process; completing bi-annual institutional space surveys. E. Coordinate initiatives such as Nurses Week (month, year), Various Awards Programs, and gift distributions, with division of nursing, institutional and external personnel F. Consistently work as a team unit with other support staff, so needs of team members and/or all associates are met in the most effective manner. G. If warranted, professionally and amicably resolve conflicts with team members, colleagues and/or peers to ensure continued collaboration and positive team dynamics. H. Participate in team and peer evaluations. I. Demonstrate superior customer service in all interactions.Proficiency in the following:Computer Software skills: Proficiency in Microsoft office suite. MS Teams, Outlook, Excel, PowerPoint, Word.Virtual Meeting Platforms Able to set up and facilitate meetings using various virtual meeting platforms such as Zoom, Skype, MS Teams.Shifting Priorities: Able to support more than one person at a time while effectively coordinating work to meet varying demands and deadlinesEmotional Intelligence Able to effectively communicate and demonstrate emotional intelligence with all levels of the organization, no matter the situation.Major categories of work:15% Executive Level Presentations: Ability to collect information from various sources and create cohesive presentations for executive level audiences.10% Data Collection and Summarization: Ability to collect data, calculate, summarize, and create charts and graphs using Excel.25% Program Coordination, Project Support and Event Coordination: Ability to leverage skills above to support programs, projects and events as delegated by nursing leaders.Other duties as assignedREQUIREMENTS:Education: High school diploma or equivalent.Preferred Education: Bachelor's Level DegreeCertification: NonePreferred Certification: Certified Administrative Professional.Experience: Nine years administrative experience to include two years in a health care environment or related field. With preferred degree, four years of required experience.Preferred Experience: NoneOnsite Presence: Is RequiredIt 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: 151164 Employment Status: Full-Time Employee Status: Regular FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA) Work Week: Day/Evening Fund Type: Hard Work Location: Onsite Pivotal Position: No Minimum Salary: US Dollar (USD) 47,500 Midpoint Salary: US Dollar (USD) 59,500 Maximum Salary : US Dollar (USD) 71,500 Science Jobs: No

Keywords: MD Anderson Cancer Center, Pasadena , Administrative Coordinator - Nursing Administration, Administration, Clerical , Pasadena, Texas

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