MD Anderson Cancer Center Jobs

Job Information

MD Anderson Cancer Center Administrative Assistant in Houston, Texas

Work Schedule: Monday-Friday, 7am-4pm

Ideal candidate will have strong Microsoft Office skills, PowerPoint and Sharepoint.

SUMMARY

Performs administrative and secretarial duties requiring judgment within general guidelines. Impacts department efficiency and productivity and supports professional staff.

JOB SPECIFIC COMPETENCIES

Administrative Support Provide general administrative and clerical support. Answers main line and serves as department receptionist. Processes requests for internal and external courier services, pickup and delivery of interoffice and metered mail. Validates parking tickets for visitors. Tracks garage parking cards assigned to department.

Provides general support and administrative support. Schedules meetings and ensures accuracy of calendar with special detail to double bookings, meeting cancellations and time allowance between meetings. Responds to requests for electronic calendaring for meetings, projects, appointments, etc. will be responded to within the maximum of one (1) business day of initial contact. Scheduling meetings includes handling meeting location details, preparing meeting materials/agendas, scheduling catering, etc. May be required to produce flyers/invitations/PowerPoint presentations and take/prepare meeting minutes. Must demonstrate excellent interpersonal skills, working effectively with a wide variety of professionals, administrators, management staff, employees and vendors.

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. Manages the conference room calendars, accepts/denies requests for room reservations, posts schedules outside of the room on a weekly basis and as changes are made, oversees/maintains the equipment, assures the rooms and white boards are clean, supplies are stocked and contact lists are kept up to date. Maintains departmental records, filing systems and coordinates records management for the department. Assists with project filing on a weekly basis as needed.

Financial Responsible for entering, tracking and following up on purchase requisitions assuring all purchase orders are issued, paid and closed in a timely and accurate manner. This includes, proper scanning and uploading to project workspace.

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 Office Manager.

Orders office supplies, print products, office keys, etc. Assures that expenses are within budgetary guidelines and notifies the office manager of any possible discrepancies. This includes routing proper documentation for invoices, receiving documents and all back-up that is required to the appropriate person for reconciliation. Works with Brand Central to ensure branding standards are met according to MD Anderson policy.

Responsible for processing reimbursement for recertification and licensing requests, education requests, travel requests and reimbursement. Assures that all education 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.

Assists with Kronos timekeeping. Serves as timekeeper and double checks weekly time entry for the manager.

HR Functions Processes temporary/permanent contractor badge requests through HR and records all requests into departmental tracking system.

Assists with coordinating the FM365 onboarding activities with new employees. This includes scheduling new employees to meet with the AVP within their first 30 days, obtaining all mandatory paperwork from the supervisor/manager of new employees within the first 30 days and forwarding to the office manager, sends reminders to new employees to register for the FM365 classroom sessions and any other items required by new employees.

Assists with tracking mandatory training for the department and assists the directors/managers with assuring all performance evaluations are completed on time.

Other Duties as Assigned

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.

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: 146133

  • 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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