MD Anderson Cancer Center · 14 hours ago
Senior Administrative Assistant
United States, Texas, Houston, Houston (TX Med Ctr)
Full-time
Hybrid
Mid, Senior Level
$46K/yr - $68K/yr
5+ years expMD Anderson Cancer Center is a world-renowned institution dedicated to cancer care and research. The Senior Administrative Assistant will provide essential administrative support to the Patient Care and Prevention Facilities department, ensuring efficient operations and compliance with standards.
Health CareHealth DiagnosticsHospitalMedical
Responsibilities
Reviews work processes, adjusts as necessary or develops new processes to ensure the department is operating in the most efficient means possible
Coordinates meetings and department-wide event scheduling and provides administrative support for the team
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
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
Composes formal and informal correspondence, mail merges, formats presentations, and creates reports, graphs, org charts, etc
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
Responsible for maintaining the emergency operations sustainable planner, job action sheets and call-down trees and keeping the most recent versions on the portal
Assist in the Hurricane Ride out/Recovery of all SharePoint communication through the department and/or the division
Responsible for keeping 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
Participates in cross-functional teams and committees within Facilities Management
Develops and facilitates training sessions on policies, procedures and systems as required
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
Completes and submits check requests, warehouse materials, etc
Maintain 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
Orders office supplies, print products, office keys, pagers, long distance codes, etc
Ensures that expenses are within budgetary guidelines and notifies Office Manager of any possible discrepancies
Works with Brand Central to ensure branding standards are met according to MD Anderson policy
Responsible for education requests, membership dues, travel requests, planning, arrangements and reimbursement through the Concur system
Ensures that all educations requests are approved and submitted through Performance Programs and that all travel is approved by the Director and the FM Finance Office prior to processing
Coordinates the recruitment and approval of timesheets for temporary and/or contingent personnel as needed
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 keeping organizational charts and employee phone lists up to date on the portal and preparing ePAF requests for personnel actions and disciplinary action paperwork
Responsible for Maintaining confidential personnel, training, and/or general office files
Maintain an accurate and current spreadsheet for all Performance Rewards& Employee Awards
Coordinates the FM365 onboarding activities with new employee as needed
This includes scheduling new employees to meet with Manager’s 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 with assuring all performance evaluations are completed on time
Interprets institutional policies, regulations, and procedures thoroughly for employees electronically or verbally
May supervise administrative support staff in the daily operations of the department: Conducts performance evaluations, sets SMART goals, coach's staff in career development, and ensures compliance with all facilities and institutional policies/procedures and guidelines
May enter position data into Taleo system and assist in the recruitment process
Sets up interviews, assists with preparing interview question matrix, calculates the interview scores and maintains the records from the interviews
Employee is considered ESSENTIAL PERSONNEL for all emergency related events and agrees to fulfill the responsibilities associated with signing the agreement
May serve as timekeeper for the department as needed
Enters data in Kronos by Monday of each week, assures all exception logs are completed correctly, monitors attendance, for all unscheduled time, runs reports as requested by personnel
Must be proficient with attendance and timekeeping policies and be proficient in hourly and on-call pay and policies
Acts as liaison between myHR, payroll and the staff
Researches and makes corrections as needed for payroll issues
Qualification
Required
High School Diploma or Equivalent
Five years Administrative/secretarial experience
Three years Required experience with Associate's degree
One year Required experience with Bachelor's degree
Must pass pre-employment skills test as required and administered by Human Resources
Preferred
Associate's Degree
Bachelor's Degree
Familiarity with creating dashboards or visualizations in Power BI
Benefits
Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week
Group Dental, Vision, Life, AD&D and Disability coverage
Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals
Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs
Tuition Assistance Program after six months of service
Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans
Employer paid life, AD&D and an illness-related reduced salary pay program
Extensive wellness, recognition, fitness, employee health programs and employee resource groups.
Company
MD Anderson Cancer Center
MD Anderson Cancer Center is a cancer treatment and research institution which gives treatment, and research of all types of cancer.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$16.2MKey Investors
Break Through CancerGastro-Intestinal Research Foundation
2023-05-16Grant· $2.7M
2023-01-24Grant· $3.5M
2022-04-19Grant· $10M
Leadership Team
D
David Tweardy
Professor
Recent News
2026-01-19
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