Senior Administrative Assistant

Patient Care and Prevention Facilities (PC&PF) is fundamental to the daily operations of MD Anderson Cancer Center. This department ensures all of the hospital's facilities are safe, operational, and compliant with accreditation standards. It fosters an environment of growth and professional development by cultivating the skills necessary to oversee the vital maintenance operations needed throughout the institution. PC&PF also plays a longitudinal role for the institution in overseeing the construction of new facilities and the modernization of existing buildings through new software and monitoring initiatives. All of this makes PC&PF a vital and integral department in delivering world class cancer care to patients.

The ideal candidate will have hands-on experience reconciling expenses and submitting reimbursements through Concur, along with strong skills in developing and analyzing reports using Excel. Familiarity with creating dashboards or visualizations in Power BI is preferred but not required. This individual should demonstrate attention to detail, accuracy in financial processes, and the ability to work efficiently with data to support informed decision-making.

The salary range is $45,500 - $57,000 - $68,500

The work schedule is Monday-Friday, 8am-4:30pm.

MD Anderson offers our employees:
- 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.

Why Join MD Anderson?

Be part of a world-renowned cancer center making an impact across Texas and beyond.

Collaborate with top-tier leaders and institutions in academic medicine

Help shape the future of healthcare through bold, system-wide innovation

Work with a Mission-Driven Organization: Be part of MD Anderson's mission to eliminate cancer through integrated patient care, research, and education, contributing to a globally recognized institution with a meaningful purpose.

JOB SPECIFIC COMPETENCIES

Administrative Support

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.

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.

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. 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.  

Financial/Purchasing/Reconciliation/Reporting

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.

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.

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.

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.

HR Related Activities

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.

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.

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.

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.

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.