MD Anderson Cancer Center Administrative Assistant - Fac Mgt-PC&PF-Bld Care & Ops in Houston, Texas
Ideal candidate will have Visio experience.
Performs complex administrative and secretarial support. Impacts department efficiency and productivity.
Reviews work processes, makes adjustments as necessary or develops new processes to assure the department is operating in the most efficient means possible. Coordinates meetings and department-wide event scheduling and provides administrative support for the Director, Managers and other personnel. This includes scheduling attendees, handling meeting location details, preparing meeting materials/agendas, scheduling catering, producing flyers/invitations/PowerPoint presentations and taking/preparing meeting minutes. Must demonstrate excellent interpersonal skills, working effectively with a wide variety of professionals, administrators, management staff, employees and vendors. Ensures accuracy of calendar with special detail to double bookings, meeting cancellations and time allowance between meetings. Responds to requests for electronic calendar for meetings, projects, appointments, etc. will respond within the maximum of one (1) business day of initial contact. Composes formal and informal correspondence, mail merges, formats presentations, and creates reports, graphs, org charts, etc. Must be able to use Microsoft programs and demonstrate the ability to use proper grammar and spelling while composing and proofreading documents/materials. Responsible for updating bulletin boards, creating monthly flyers, newsletters, and for viewing and distribution to the department. Maintains departmental records, filing systems and coordinates records management for the department. Responsible for keeping the departmental SharePoint site up to date along with other departmental communications. This may include developing and editing document libraries and departmental pages and sites. Locker assignments, uniform distribution. Request badge access for new hires. Ordering retirement package. Makes travel arrangements and prepares expense reports.
HR related activities
Assists the Office Manager with human resources activities for department. This includes ensuring institutional, divisional and departmental policies and procedures are maintained, developed, adhered to, and disseminated to all staff. Responsible for keeping organizational charts and employee phone lists up to date, ensure disciplinary action paperwork is entered on spreadsheet, mailed, filed, and documented properly. Responsible for maintaining confidential personnel records, creating new employee hire packets, training, and/or general office files. Maintain an accurate and current spreadsheet for all Performance Rewards & Employee Awards. Coordinates the FM365 onboarding activities with new employees as needed. This includes scheduling new employees to meet with Manager's between days 120 and 180, obtaining all mandatory paperwork from the supervisor/manager of new employees, issuing and maintaining records of uniforms and PPE; sends reminders to new employees to register for the FM365 classroom sessions and any other items required by new employees. Tracks mandatory training for the department and assists the directors/managers with assuring all performance evaluations are completed on time.
Interprets institutional policies, regulations, and procedures thoroughly for employees electronically or verbally.
Cross Train with Support Team
Back-up to human resource activities, to include processing confidential paperwork, maintaining records, performance reviews, job information, Kronos (timekeeping), Checkbook reconciliation. Uploads Pharmacy Clean Logs into SharePoint.
Other Duties as Assigned
Required: High school diploma or equivalent. 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.
Salary Range: $36,000 - $45,000 - $54,000
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