MD Anderson Cancer Center Administrative Assistant - Fac Mgt Planning Design & Construction in Houston, Texas

Administrative Assistant - Fac Mgt Planning Design & Construction

Location: United States, Texas, Houston, Houston (TX Med Ctr) at

Admin/Clerical Support at

Fac Mgt Planning Design&Constr 710518

Requisition #: 109417

Salary Range: $33,600 - $42,000 - $50,400

Administrative Support: Answers main line and serves as department receptionist. Processes requests for internal and external courier services, pick up and delivery of interoffice and metered mail. Validates parking tickets for visitors. Tracks garage parking cards assigned to department.

Provides administrative support to include scheduling 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 to assure all filing is up to date.

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 loading requisitions in doctrack, 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, iPhone requests, long distance codes, etc. Assures that expenses are within budgetary guidelines and notifies the manager/director 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.

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

Required: High school diploma or equivalent. Specialized training in secretarial skills (such as word processing and business). Four years secretarial experience including advanced secretarial duties.

Must pass pre-employment skills a 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.