The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Administrative Assistant role supports the efficient operation of Facilities Management - Planning, Design and Construction by providing comprehensive administrative, financial, and human resources support to leadership, staff, and stakeholders.
The Administrative Assistant is responsible for a wide range of administrative functions that directly impact departmental efficiency, productivity, and customer service.
UT MD Anderson is internationally recognized for its commitment to ending cancer through excellence in patient care, research, education, and prevention. The Administrative Assistant serves as a key resource for departmental operations and administrative coordination. The Administrative Assistant works collaboratively with managers, employees, vendors, contractors, and visitors to support daily business operations and departmental objectives.
The ideal candidate will have experience performing administrative assistant duties while supporting multiple leaders in a fast-paced environment. Candidates with experience managing complex calendars, coordinating meetings with multiple attendees, arranging travel, processing expenses, and utilizing Microsoft Office applications, Outlook, Concur, and Kronos are highly desirable. A proactive, self-directed individual who takes initiative, anticipates needs, and consistently follows through on assignments will be well suited for this role.
Salary Range: $41,000 - $51,000 - $61,000
Why Us?
UT MD Anderson offers a unique opportunity to support a mission-driven organization dedicated to advancing cancer care, research, education, and prevention. This role contributes directly to operational excellence by providing critical administrative, financial, and human resources support while offering opportunities for professional growth, collaboration, and skill development in a dynamic environment.
Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.
Responsibilities
Administrative Support
Provide general administrative and clerical support and serve as department receptionist
Answer the main departmental line and assist employees, visitors, contractors, and vendors
Process internal and external courier service requests and coordinate pickup and delivery of interoffice and metered mail
Validate visitor parking tickets and track department garage parking cards
Maintain complex calendars and coordinate scheduling for multiple leaders and stakeholders
Respond to meeting and calendaring requests within one business day of initial contact
Coordinate meetings involving multiple attendees, locations, catering, agendas, materials, invitations, and logistics
Prepare PowerPoint presentations, invitations, correspondence, and meeting minutes as assigned
Demonstrate strong interpersonal skills while supporting a diverse group of professionals and leaders
Maintain departmental records, filing systems, and weekly project filing activities
Calendar, Meeting & Office Management
Manage heavy calendaring activities using Outlook and ensure calendar accuracy
Monitor and resolve scheduling conflicts, double bookings, cancellations, and time constraints
Coordinate conference room reservations and manage room scheduling calendars
Accept or deny conference room requests based on departmental guidelines
Maintain conference room equipment and ensure rooms remain operational and organized
Ensure meeting rooms, whiteboards, and supplies are maintained and stocked
Maintain current conference room contact lists and resource information
Create reports, graphs, organizational charts, and other business documents
Perform mail merges and proofread formal and informal correspondence for accuracy
Financial & Timekeeping Support
Enter, track, and follow up on purchase requisitions to ensure purchase orders are issued, paid, and closed accurately and timely
Scan and upload purchasing documentation to project workspaces as required
Assist with asset transfers, computer lease refresh activities, and annual asset inventory processes
Order office supplies, print products, office keys, and other departmental resources
Monitor expenditures and notify the Office Manager of potential budget discrepancies
Route invoices, receiving documents, and supporting documentation for reconciliation
Process reimbursements for memberships, recertifications, licensing, education, and travel expenses
Ensure required approvals are obtained for educational and travel-related requests prior to processing
Assist with Kronos timekeeping activities and verify weekly time entry for management
Human Resources & Onboarding Support
Assist with processing and tracking temporary and permanent contractor badges
Coordinate FM365 onboarding activities for new employees
Schedule onboarding meetings between managers and new employees during days 120 through 180 of employment
Obtain required onboarding documentation from supervisors and managers and forward materials appropriately
Send reminders regarding FM365 classroom registration requirements
Track mandatory training completion for department personnel
Assist leaders with monitoring and completing employee performance evaluations on schedule
Support departmental compliance with onboarding and training requirements
Other Duties
Perform additional duties and responsibilities as assigned
EDUCATION
Required: High School Diploma or Equivalent
Preferred: Bachelor's Degree
WORK EXPERIENCE
Required: Four years Administrative/secretarial experience. or
Required: No experience required with preferred degree.
OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.
The University of Texas MD Anderson Cancer Center offers excellent https://www.utsystem.edu/offices/employee-benefits/ut-retirement-program/voluntary-retirement-programs, tuition benefits, educational opportunities, and individual and team recognition.
This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.
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: 182040
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 41,000
Midpoint Salary: US Dollar (USD) 51,000
Maximum Salary : US Dollar (USD) 61,000
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
LI-Hybrid
