Administrative Assistant

The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education, and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2021-2022 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.

KEY FUNCTIONS

8:00AM - 4:30PM Monday- Friday

Administrative Support Coordinates meetings and department-wide event scheduling and provides administrative support for the Assistant Director of Operations & Maintenance. 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.

• Composes formal and informal correspondence and demonstrates proficiency in all Microsoft Office Suite applications (i.e. Excel, Word, Power Point, etc.) for the purposes of presentation support, spreadsheet manipulation, document creation, etc. Must 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.

• Assist in the Hurricane Ride out/Recovery of all SharePoint communication through the department and/or the division.

• Responsible for keeping portions of 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.

• Collects and processes Rotary House International surveys on a weekly basis

• Develops and facilitates training sessions on policies, procedures and systems as required.

• Assists with the creation, processing, and closing of work orders.

• Acts as back-up for Sr. Administrative Assistant and other Administrative Assistants

• Process badge and access requests

• Maintains list of key contacts, properties, vendors, etc.

HR Functions Demonstrates full understanding and application of Kronos and peoplesoft Time Off calendar. Tracks unit time and attendance for conformity to applicable policies. Ensures timely completion of weekly Kronos sign offs & payroll Acts as liaison between myHR, payroll and the staff. Researches and makes corrections as needed for payroll issues.

-Enter position data into Brassring system and assists in the recruitment process. Sets up interviews with candidates, assists with preparing interview question matrix, calculates the interview scores and maintains the records from the interviews. Coordinates the recruitment and approval of timesheets for temporary and/or contingent personnel as needed.

-Assists the Assistant Director and Director with human resources activities for the 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 on the portal and preparing and submitting JDUF requests for personnel actions and disciplinary action paperwork. Responsible for Maintaining confidential personnel, training, and/or general office files.

-Coordinates the FM365 onboarding activities with new employees as needed. This includes scheduling new employees to meet with the Director 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.

Financial/Purchasing/Reconciliation/Reporting Orders office supplies, print products, office keys, pagers, long distance codes, etc. Assures that expenses are within budgetary guidelines and notifies the manager/director of any possible discrepancies.

-Responsible for education requests, membership dues, 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 director and the FM Finance Office prior to processing.

COMPETENCIES

Analytical Thinking - Gather relevant information systematically; break down problems into simple components; make sound decisions.

Develop Oneself - Pursue learning and self-development; actively seek feedback; transfer learning into next steps; set high standards of performance; drive for results and achievement.

Innovative Thinking - Approach problems with curiosity and open-mindedness; offer new ideas, solutions and/or options.

Inspire Trust - Show consistency among principles, values, and behavior; gain the confidence and trust of others.

Oral Communication - Express ideas clearly and concisely in groups and one-to-one conversations; create an environment with open channels of communication.

Self-Adaptability - Work in situations involving uncertainty, shifting priorities, and rapid change; deal constructively with mistakes and setbacks; demonstrate flexibility.

Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.

Written Communication - Convey information clearly and concisely through both formal and informal documents; adapt writing style to fit the audience.

With Drive , you see that you can serve as a leader whether you have a formal leadership role or not. You tackle problems, move past setbacks and hardships, and don't lose sight of your goals. (Competencies: Self-Confidence, Analytical Thinking, Innovative Thinking, Technical Expertise)

You demonstrate Professionalism by setting the example for others and consistently modeling MD Anderson's values and service standards. You communicate effectively in a variety of ways. (Competencies: Inspire Trust, Oral Communication, Written Communication)

Through Emotional Intelligence , you maintain awareness of your own emotions and the emotions of those around you. Use nonverbal cues and feelings to engage others in an inclusive and responsive way. (Competencies: Active Listening, Teaming, Self-Reflection)

Having Coachability means you are engaged in relentless learning. You constantly ask questions and stay curious. You understand that the organization constantly evolves, and you should as well. (Competencies: Develop Oneself, Adaptability)

Education Required: High school diploma or equivalent.

Experience Required : 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. ~~~

Additional Information

• Requisition ID: 165640

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 39,000

• Midpoint Salary: US Dollar (USD) 49,000

• Maximum Salary : US Dollar (USD) 59,000

• FLSA: non-exempt and eligible for overtime pay

• Fund Type: Hard

• Work Location: Hybrid Onsite/Remote

• Pivotal Position: No

• Referral Bonus Available?: No

• Relocation Assistance Available?: No

• Science Jobs: No

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