Administrative Assistant - Office of the CETO at MD Anderson (2024)

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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.

Performs complex administrative duties requiring judgment within general guidelines, responsiveness, and initiative while demonstrating professionalism and excellent interpersonal skills. The individual in this position impacts the efficiency of the management and oversight of division resources, assets, and education-specific clinical, academic, and laboratory spaces across the institution.

JOB SPECIFIC COMPETENCIES

5% Departmental mail and receipt of packages
- Assists the CETO Administrative Coordinator in performing weekly pick-up and sorting of departmental mail and packages.
- Serve as a backup for the CETO administrative coordination in processing purchase orders and ProCard purchases and mail processes.

50% Administrative Support
- Performs administrative and secretarial duties within general guidelines in support of the Education Core Resources Director.
- Maintains Phone and department email accounts.
- Takes, prepares, and distributes meeting minutes.
- Develops and maintains efficient use of time and standardizes outcomes across general office roles and responsibilities.
- Composes formal and informal correspondence. Assist with the creation of presentations. Ensures timely submission of required reports/documents.
- Helps coordinate participation and schedules of activities across multiple participants- Makes copies, faxing, filing, scanning, and other support tasks to assist staff.
- Performs data entry as requested. Coordinates document signature requirements for the director's inbox and distributes submitted items promptly.
- Triages general requests and works with Director to assign priorities and timelines.
- Arranges all aspects of domestic and foreign travel following departmental and institutional policies. Reviews and provides travel information in advance of travel. Processes all necessary documents, including travel authorization, leave requests, itineraries, and reimbursem*nts. Processes reimbursem*nts and reconciles to ensure all expenses are paid.

45% Property, Asset and Financial Support
- Responsible for assisting the Education Core Resources Director across internal and external teams to support effective access to resources and facilities for education activities.
- Assists with standardizing process to support and maintain effective oversight and access of resources across stakeholders.
- Works as part of a team that assists with administrative aspects of logistics, legal, scheduling, communication, safety/regulatory and finances of education resources across projects and stakeholders.
- Responsible for assisting the Education Core Resources Director in completing and submitting E&T's Annual Space Survey.
- Management of physical assets for Education & Training- Assists in the accounting of all capital and controlled inventory/assets entrusted to the department.
- Supports the Director in the approval of disposals, transfers to the warehouse, and transfers of capital and controlled assets from one department to another.
- Submits requests to IT for new equipment requests.
- Submits requests for the release of budgeted and unbudgeted equipment through CEMS.
- Initiates asset transfers to move inventory.
- Assists the timely completion and accuracy of the department's annual physical inventory.
- Serves as the Property Coordinator for the annual scanning of CETO assets.
- Responsible for the monthly reconciliation of assigned funds.
- Other duties and special projects as assigned.

Education
Required: High school diploma or equivalent.

Experience
Required: 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

Additional Information

• Requisition ID: 168610
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Day/Evening
• Minimum Salary: US Dollar (USD) 39,000
• Midpoint Salary: US Dollar (USD) 49,000
• Maximum Salary : US Dollar (USD) 59,000
• FLSA: non-exempt and eligible for overtime pay
• Fund Type: Soft
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No
• Science Jobs: No

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