MD Anderson Cancer Center Sr Administrative Assistant - Fac Mgt RAF Exec Office in Houston, Texas
The primary purpose of the Sr. Administrative Assistant position is to perform complex administrative support duties requiring the use of independent judgment and complex analysis to gather facts; and determine appropriate solutions generally based on past experience and department practice. Impacts department efficiency and productivity, supports the Section of Administrative Facilities Management. Provides back-up assistance to other sections of the department as needed.
JOB SPECIFIC COMPETENCIES
Develops and determines priorities and monitors status of special project.
Coordinates meetings and department-wide event scheduling and provides administrative support for the director of Administrative Facilities Management. 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.
Compiles reports, compose formal and informal correspondence, mail merges and formats presentations. Creates reports, graphs, organizational charts, and employee phone lists keeping them up-to- date on the portal. Must be able to use Microsoft programs and demonstrate the ability to use proper grammar and spelling while composing and proofreading documents/materials. Ensures timely submission of required reports/documents by tracking stages, alerting, and initiating response process. Works with Brand Central to ensure branding standards are met according to MD Anderson policy.
Acting as AFM co-site manager, assists with development and maintenance of SharePoint website, emergency operations plans website and maintenance initiative website.
Responsible for maintaining the emergency operations planner, job action sheets and call-down trees and keeping the most recent versions on the portal.
Provides telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.
Human Resources Activities
Serves as timekeeper for Administrative Facilities Management. Enters data in Kronos weekly adhering to institution, division and department policies.
Responsible for providing weekly time details. Researches and makes corrections as needed, communicating results to appropriate entities. May approves and signs-off on timecards when needed.
Provides administrative support for specific human resources activities. Processes personnel paperwork for recruitment and entering position data into Taleo system. Sets up interviews for directors/managers/supervisors, assists with preparing interview question matrix, calculates the interview scores and maintains the records from the interviews. Responsible for sending all documents for the personnel files to the office manager.
Coordinates the recruitment and approval of timesheets for temporary and/or contingent personnel as needed. May be required to participate in interviewing process.
Ensures institutional, divisional and departmental policies and procedures are maintained, developed, adhered to, and disseminated to all staff. Helps track mandatory training. Assists with FM365 onboarding activities with new employees, ensuring all mandatory paperwork is submitted within the first 30 days. Issues and maintains records for uniforms and PPE.
Monitors and balances funds budget activities utilizing the monthly account updates and information available through ResourceOne.
Assists the director and manager in budget preparation and oversees accuracy of budget documentation. Advises director on budgetary needs and provides recommendations.
Enters, tracks and follows-up on purchase requisitions assuring all purchase orders are issued, paid and closed in a timely and accurate manner. This includes keeping proper documentation for invoices, receiving documents and all back-up that is required for reconciliation. Completes and submits check requests, petty cash, warehouse materials, etc.
Responsible for keeping the procard log and checkbook up to date on a daily/weekly basis and reconciling the procard and status of department funds (SODF) for all funds assigned by the last day of the month. Reconciliation documents must adhere to Facilities Management and institutional policies and procedures. Assures that expenses are within budgetary guidelines and notifies the manager/director of any possible discrepancies.
Ensures vehicle logs and fuel tickets are reconciled and submitted to the fleet services monthly.
Assists with asset transfer transactions, computer lease refresh activities and participates in Facilities Management's annual asset inventory reporting/activities. Assures all copies of asset transfers and computer refreshes are sent to the department asset coordinator.
Responsible for education requests, travel requests, planning, arrangements and reimbursement. Assures that all educations requests are approved by the manager/director and submitted through Performance Programs and that all travel is approved by the manager/director and the FM Finance Office prior to processing.
Other Duties as Assigned
Back up to the support staff in RAF. This includes answering phones, distributing mail, scheduling meetings, maintaining office equipment and supplies, entering purchase requisitions on Resource One and ordering office supplies.
Required: High school diploma or equivalent. Five years of administrative/secretarial experience. With preferred degree, one year of required experience.
Must pass pre-employment skills test as required and administered by Human Resources.
Salary Range: $38,800 - $49,500 - $60,200
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