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Administrative Assistant - Fac Mgt-PC&PF-Admin Office

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Admin/Clerical Support
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Fac Mgt-PC&PF-Admin Office 600731
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137865 Requisition #
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Work Schedule: Monday-Friday, 9am-6pm or 10am-7pm

Ideal candidate will have Kronos and SharePoint experience, organizational skills. 

MISSION STATEMENT
The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

SUMMARY

Interfaces with Internal and external customers to define needs serviced by facilities. Coordinates with facilities to make sure client needs are exceeded. Makes recommendations that enhance the quality of services provided by PCPF.

 

Administrative Support

Coordinates meetings and department-wide event scheduling and planning, 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. and will be respond 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. Must be able to use Microsoft programs and 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. 
Makes timely travel arrangements to minimize expenses  and submits timely reimbursements (vendor, expense  reports, etc.). Tracks, retains and manages asset transfers create asset forms; assist in annual inventory reconciliation, reports lost or stolen equipment, arranges pickup services
and other related functions as required. Maintain office supplies, keeping them orderly. Maintain Guidelines, ensuring they are reviewed every two years, accurate, current and all hyperlinked references are still accurate / current / working. This includes our Index documents as well for our staff to use as a quick reference guide to important links to Institutional Policy & Procedures.Ensure SharePoint is updated; working with direct Manager and Director for the content & plan site layout. Battery Workflow: places a request to EH&S for safety seal; organize battery & Asset Warehouse corner in shop; needs to be distinctively separated & labeled.

HR documentation / On Boarding

Handle all new hire documentation, to include Employee personnel files for both new and transferred employees. Ensure employees are enrolled in correct training, in Preparation of JC Personnel Review. Facilitates on-boarding of new hires/transfers with tasks such as ordering business cards, lab coats, assisting with departmental orientation, requesting access to necessary applications/software (including SharePoint & Shared Drive(s), securing passwords and ID’s, etc. Maintains and utilizes a list of key contacts / resources relative to other disciplines (i.e., Division of Nursing, Clinics, Facilities, Sourcing Contract Management, Materials Management, etc.) Maintain Checklist for new hires, follow up to ensure employee completes all onboarding/training, proactively complete new-hire tasks in a timely manner. Email all forms / initial department guidelines/procedures, links, etc. Ensure by day 30 that all necessary paperwork has been processed and sent to HR and all neccessary role-specific departmental items have been completed. Meet the compliance of the FM Divisional Orientation checklist, ensure all Divisional training has been completed and employee enrolls in FM courses, working with employees direct Manager. Assist in making this transition process as smooth as possible and be proactive in this assignment, preparing ahead of scheduled hire date.

Kronos Timekeeper and Compliance

Timekeeper for the department. Enters data in Kronos , completion by 12pm Tuesday 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 a liaison between myHR, researches and makes Kronos corrections as needed.  Runs FMLA leave reports, ensure policy is followed. Ensure daily personnel updates are accurate:this also includes entry and/or removal of weekly emergency on-call technicians.

Other Duties as assigned

Employee is considered ESSENTIAL PERSONNEL for all emergency related events and agrees to fulfill the responsibilities associated with
signing the agreement. Considered essential personnel. Other duties / projects may be assigned to further assist department.

 

Required: High school diploma or equivalent. 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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

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