Administrative Assistant - Houston, United States - MD Anderson Cancer Center

MD Anderson Cancer Center

Verified Company

Houston, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

SUMMARY
Performs administrative and secretarial duties requiring judgment within general guidelines. Impacts department efficiency and productivity

and supports the professional staff.

JOB SPECIFIC COMPETENCIES
Administrative Support Will be required to be on site on a rotation, as needed. Provide general administrative and clerical support. Answers main line and serves as department receptionist. Processes requests for internal and external courier services, pickup and delivery of interoffice and metered mail. Validates parking tickets for visitors. Tracks garage parking cards assigned to department.

Provides general administrative support.

Schedules 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. 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 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.

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 as needed.

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 may include proper scanning and uploading to project workspace.

Assists with asset transfer transactions, computer lease refresh activities and assists Office Manager with 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, etc. Assures that expenses are within budgetary guidelines and notifies the office manager 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 requests for:
memberships, recertification and licensing, education, travel and reimbursement.

Assures that all educational 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.

Assists with Kronos timekeeping. Serves as timekeeper and double checks weekly time entry for the manager.

HR Functions Assists FM Badging with the processing of temporary/permanent contractor badge. Track badges per management's requests, as needed.

Assists with coordinating the FM365 onboarding activities with new employees.

This includes scheduling new employees to meet with managers between days 120 and 180, obtaining all mandatory paperwork from the supervisor/manager of new employees within the first 30 days and forwarding to the office manager, sends reminders to new employees to register for the FM365 classroom sessions, and any other items required by new employees.

Assists with tracking mandatory training for the department and assists the directors/managers with assuring all performance evaluations are completed on time.

Other duties as assigned

Additional Information