Sr Secretary -Pharmacy Administration Support

Houston , TX 77030
United States

Healthcare / Health Services
Manages Others
Experience Required
Degree Required
Security Clearance Required
Employment Type
Work Schedule
No Travel

Job Description

The Division of Pharmacy at MD Anderson Cancer Center strives to be the industry leader in providing premier patient-centered care, based on excellence and innovation in patient care, services, research and education. We strive to ensure safe, effective and cost-conscious medication use and to work with our health care colleagues to promote optimal drug therapy outcomes through the development of integrated, quality programs. 

Administrative Duties  
Provide, coordinate, and organize administrative support for Manager and staff of IPS.  Duties include but are not limited to: Maintain & prioritize daily appointment calendar, meetings, lectures and manager of IPS.
Assist with planning departmental and area-specific meetings for manager and assistant manager, and prepare all documents associated with meetings. Coordinate meeting agenda and minutes for IPS Manager.
Assist with information gathering, spreadsheets and incoming/outgoing correspondence, etc. 
Prepare Aero Scout Temp Monitoring Report. 
Perform new employee orientation for IPS: provide department binder, create profiles for new employees in Lotus Notes, and review departmental attendance policy, time keeping policy, payroll policy.
File all prescription/production cards on a daily basis.
Receive, screen and transfer calls using appropriate telephone etiquette; responds to telephone information requests with courtesy, accuracy and respect for confidentiality.  Determines urgency of calls and alerts the appropriate staff, immediately, of emergencies or potential problem situations. 
Handle all incoming/outgoing mail including express shipments.

Kronos/Concur/Resource One  

Prepares Kronos time and attendance for assigned staff as well as employee time and attendance tracking reports and FMLA tracking.  Prepare documentation sheets for employee counseling.  Serve as a Reviewer for assigned Divisional timekeeping codes.

Prepare and submit Investigational Pharmacy Services staff expense reimbursement requests for licensure. Arrange travel for staff to include all pre-travel arrangements as well as preparing and processing expense reports upon return.

Coordinates purchasing activities for IPS, Inventory Control and Research areas including office supplies, business cards, etc. 

Protocol Review/Auditor & Monitor Visits   PROTOCOL REVIEW:  

Process Catering requests for meetings. 
In conjunction with manager, coordinates and schedules facilities and maintenance requests and support for IPS area.  Submit 4-Info requests for Computer issues. Schedule maintenance, repairs, and ordering of supplies for fax and copier machines.
Serves as a member of the administrative support team for the Division of Pharmacy.  In collaboration with assigned area and/or operations manager, participates as member of project teams on new divisional initiatives.
Participates as a member of project teams for Division of Pharmacy events:  National Pharmacy Week, Employee Recognition Month, Division Town Hall Sessions, Annual Holiday Luncheon, and Chili Cook-Off.  
Assist with the Pharmacy protocol review process in conjunction with the Manager and Clinical Specialist, duties include; print protocols, distribution to Clinical Specialists and Reviewers, Coordination of PDOL online access.  Responsible for Metric informational tracking.   Prepares all external and internal Investigational Pharmacy Data Request Forms and follow up associated with the forms (including protocol specific label requests) Track number of reviews per fiscal year.  Input new protocols in epic system weekly.  Research documentation in epic system for new protocol listings and phases. 
Deliver Investigational Pharmacy Services protocols.  

Serves as point of contact for Auditor and Monitor visit appointments with IPS.
Responsible for Audit/Monitor Visit report preparation
Prepare Productivity Tracking data (i.e. monitor visits, drug returns/close-outs, initiations).
Maintain the Investigational Pharmacy Service Calendar.
Research documentation in epic system for new protocol listings and phases.  
Site Initiation Visit Calendar weekly and coordination of attendance for assigned pharmacist.

Job Requirements
Education Required:
High school diploma or equivalent.

Experience Required:
Two years experience performing responsible secretarial work. Must pass pre-employment skills a test as required and administered by Human Resources