The Senior Administrative Assistant performs complex administrative and secretarial functions requiring independent judgment within general guidelines that impacts efficiency and productivity for the Technology Data and Innovation (TDI).This position will support either Data Impact & Governance OR Information ServicesThe Senior Administrative Assistant acts independently as the assistant to the Directors and Associate Directors and Vice President, handling confidential correspondence and information. The Senior Administrative Assistant is required to interface with senior level management, representatives within the Division of Data Impact and Governance (DIG), and others throughout UTMDACC, as well as external visitors/vendors. The Senior Administrative Assistant utilizes independent judgment and complex analysis in applying appropriate departmental procedures and practices.Management Support Provides administrative and secretarial support to assigned areas requiring judgement with general guidelines that impacts the department's efficiency and productivity. Coordinates meetings and department-wide event scheduling and provides administrative support for Directors, Associate Directors and Vice President when needed. This includes scheduling attendees, handling meeting location details, preparing meeting materials/agendas, scheduling catering, PowerPoint presentations and taking/preparing meeting minutes. 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. Back up to the Executive Assistance. Prepares travel requests and expense accounts for reimbursement in compliance with State Regulations as assigned. Composes formal and informal correspondence, mail merges, formats presentations, and creates reports, spreadsheets, org charts, etc. Uses Microsoft programs and demonstrate the ability to use proper grammar and spelling while composing and prooing documents/materials.Human Resources Serves as timekeeper for TDI areas. Enters data in Kronos by Monday of each week, assures all exception logs are completed correctly, monitors attendance, logs all unscheduled time on the attendance tracking sheets on a weekly basis, and runs reports as requested by managers and /or employees. Must be proficient with attendance and timekeeping policies and be proficient in hourly pay and policies. Researches and makes corrections as needed for payroll issues. Assists the directors with human resources activities for department. May be responsible for scheduling interviews, keeping organizational charts and employee phone lists up to date on the portal and preparing information for ePAF(s) requests for personnel actions (FMLA) and disciplinary action paperwork for processing. Coordinates the onboarding activities/processes with new employees and contingent workers. This includes obtaining all mandatory paperwork from the supervisor/manager of new employees within the first 30 days, issuing and maintaining records of equipment.Departmental Support Responsible for entering, tracking and following up on purchase requisitions assuring all purchase orders are issued in a timely. Assists with asset transfer transactions, computer lease refresh activities and participates in Facilities Management's annual asset inventory reporting/activities. May have the responsibility of the property officer, delegate or the approver for multiple departments. Orders office supplies, print products, office keys, cell phones, etc. Responsible for assisting with education requests, travel requests, planning, arrangements and reimbursement. Assures that all requests are approved by management and CTDO Operations. Assists with arranging meetings and/or conferences according to department specifications. Handles telephone calls with courtesy, accuracy and respect for confidentiality and provides prompt follow-up by delivering manual/electronic messages. Processes departmental/institutional mail/faxes in a timely and accurate manner (i.e., FedEx).Other duties as assignedEducation Required: High school diploma or equivalent.Preferred Education: 2 Year College DegreePreferred Certification: Certified Professional SecretaryExperience Required : Five years of administrative/secretarial experience. With preferred Associate's degree, three years of required experience and with preferred Bachelor's degree, one year of required experience.Preferred Experience: Eight plus years related experience.Onsite Presence: Is RequiredIt 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.htmlAdditional Information
Requisition ID: 167054
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 45,000
Midpoint Salary: US Dollar (USD) 56,500
Maximum Salary : US Dollar (USD) 68,000
FLSA: non-exempt and eligible for overtime pay
Fund Type: Hard
Work Location: Hybrid Onsite/Remote
Pivotal Position: No
Referral Bonus Available?: No
Relocation Assistance Available?: No
Science Jobs: No
#LI-Hybrid
Full-time