MD Anderson Cancer Center Jobs

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MD Anderson Cancer Center Administrative Assistant - Health Disparities Research in Houston, Texas

The primary purpose of the Administrative Assistant position is to support one or more faculty members and/or supervisors by organizing and coordinating assigned activities, and perform varying and extensive complex secretarial duties. The position requires judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills in and outside the department.

KEY FUNCTIONS:

  • Maintains calendars for assigned faculty and department administrator.

  • Maintains confidential personnel files and general office files. Must assure that information is accurately filed on a consistent basis.

  • Arranges meetings according to faculty and department administrator's specifications, including booking rooms, catering, and reserving equipment. Attends meetings as required and prepares and distributes meeting agendas and minutes as requested.

  • Processes conference registration for faculty and department administrator including travel and reimbursement.

  • Assist in coordinating human resources activities for the department, to include processing confidential paperwork and assuring appropriate copies are filed in departmental personnel files.

  • Acts as the primary contact for new hires into the department. Meets new hires onsite to conduct departmental orientation, distributes office key, office supplies and assists with setting up phone, obtaining computer equipment and requesting badge access for all new hires.

  • Acts as primary Kronos timekeeper and oversees leave requests for the department. This involves tracking all requested leave (vacation, sick, FMLA, admin leave, etc.) and assuring required paperwork is completed on time.

  • Must be able to interpret institutional policies and effectively communicate information to employees, particularly time and attendance policies.

  • Will be required to disseminate information to all staff as required by department administrator.

  • Coordinates departmental activities (i.e., annual department holiday parties/luncheons) and routine meetings (quarterly departmental meetings, monthly faculty meetings, quarterly project manager meetings, support staff meetings, etc.).

  • Maintains the departmental website as outlined in the DCPPS Content Manager Role and Responsibility Guidelines.

  • Maintains departmental monitor in the lobby of FCT9 to include updated awards and recognition, departmental meeting notices, new hire announcements, etc.

  • Acts as the primary Pro Card holder and buyer to include appropriate approvals, receipt of goods and financial reconciliation.

  • Acts as primary buyer for department. Orders general supplies for the entire department and helps to assure that adequate office supplies are stocked and available at all times.

  • May assist in compiling information for departmental reports and reviewing department financial reconciliation documents.

  • Enters all expenses into departmental shadow system on a daily, consistent basis. At the close of each month, notifies the department administrator when all expense entries are completed.

  • Retrieves mail from mail room (FCT3) and distributes to offices on FCT9. Coordinating break room cleaning schedule. Answers departmental phone line and channels calls accordingly; retrieving calls from department phone line regarding absences and forward emails accordingly to managers and faculty.

  • Tracking grant, state and private cost center accounts by organizing and maintaining necessary required documentation.

  • Assists with trainee appointment and reappointment processes, faculty recruitment and visa administration.

  • Other duties as assigned.

Core Competencies

  • IC - Team with Others:

  • Encourage collaboration and input from all team members;

  • Value the contributions of all team members; and

  • Balance individual and team goals

  • IC - Self-Motivation:

  • Set high standards of performance;

  • Pursue goals with energy and persistence; and

  • Drive for results and achievement.

  • IC - Oral Communication:

  • Express ideas clearly and concisely in groups and one-to-one conversations; and

  • Create an environment with open channels of communication.

EDUCATION:

Required: High school diploma or equivalent.

Preferred: Bachelor's degree.

EXPERIENCE:

Required: Four years of administrative/secretarial experience. With preferred degree, no experience required.

OTHER:

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

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

Additional Information

  • Requisition ID: 145394

  • 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: Days

  • Fund Type: Hard

  • Remote Work: Hybrid Onsite/Remote

  • Pivotal Position: No

  • Minimum Salary: US Dollar (USD) 36,000

  • Midpoint Salary: US Dollar (USD) 45,000

  • Maximum Salary : US Dollar (USD) 54,000

  • Science Jobs: No

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