SUMMARY
The primary purpose of the Senior Administrative Assistant is to provide professional knowledge and expertise in organizing, managing and maintaining the administrative functions of Facilities Planning, Design and Construction (FPDC). Performs complex administrative and secretarial duties requiring judgment within general guidelines. Impacts department efficiency and productivity. Provide administrative support to director level leaders.
JOB SPECIFIC COMPETENCIES
Administrative Support Will be required to be on site on a rotating schedule, as needed. Provides administrative support for the team; including: coordinates meetings by scheduling attendees, handling meeting/virtual location details, preparing meeting materials/agendas, schedule catering, producing spreadsheets/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, 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.
Maintains departmental records, filing systems and coordinates records management for the department. Oversees/maintains the equipment, assures the rooms and white boards are clean, supplies are stocked and contact lists are kept up to date. Responsible for maintaining the most current emergency operations sustainable planner, in a central location, available to all staff. Assists departmental content managers and staff with keeping the portal pages up to date. This may include developing and editing document libraries and departmental pages. Participates in cross-functional teams and committees within Facilities Management. Develops and facilitates training sessions on policies, procedures and systems as required. Answers main line. 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.
HR Functions May be asked to supervise an Administrative Assistant within FPDC. May need to coordinate the recruitment and approval of timesheets for temporary/intern personnel as needed. Acts as timekeeper for department. 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 sending all documents for the personnel files to the Office Manager; Coordinates the FM365 onboarding activities with new employees as needed. This includes scheduling new employees to meet with managers between days 120 and 180, obtaining all mandatory paperwork from the supervisor/manager of new employees, issuing PPE and send reminders to new employees to register for FM365 on-line sessions and any other items required by new employees. Assists in the recruitment process. Sets up interviews, assists with preparing interview question matrix, calculates interview scores, and forwards the records from the interviews to the Office Manager. Assists FM Badging with temporary/permanent contractor badges.
Financial/Purchasing/Reconciliation/Reporting Assures that expenses are within budgetary guidelines and notifies the Office Manager of any possible discrepancies. May enter, track and follow 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. May be asked to assist Office Manager with financials; including, monthly report review and needed action items, budget planning, and forecasting. May be issued a ProCard, which will include maintaining ProCard log and ensure that reconciliations are up to date on a daily/weekly basis. Reconcile the ProCard and SODF reports for all funds assigned by the last day of the month. Reconciliation documents must adhere to Facilities Management and institutional policies and procedures. Assists with asset transfer transactions, computer lease refresh activities and assists Office Manager with 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. Works with Brand Central to ensure branding standards are met according to MD Anderson policy. Responsible for educational requests, license &/or membership dues, travel requests, planning, arrangements, and reimbursement through the Concur System. Assures that all educational requests are approved by the manager/director and submitted through Performance Programs (when needed) and that all travel is approved by the manager/director and the FM Finance Office prior to processing.
Other Duties as Assigned
High school diploma or equivalent. Five years of administrative/secretarial experience. With preferred Associate's degree, three years of required experience and with preferred Bachelor's degree, one year of required experience. 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: 174353
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 45,500
Midpoint Salary: US Dollar (USD) 57,000
Maximum Salary : US Dollar (USD) 68,500
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
LI-Hybrid
