Administrative Assistant

Admin / Clerical Support

This is a hybrid administrative role working 12 days onsite (Fridays required), supporting a busy healthcare facilities department.

Ideal candidate will have experience with timekeeping; Microsoft Office skills (Excel, Word, PowerPoint), Power BI is a plus; knowledge of Maximo / CMMS is a nice to have; supporting leadership; willingness to learn quickly and work well with a team; positive attitude and strong work ethic.

This team is a supportive team focused on growth and development; opportunity to learn behind-the-scenes healthcare operations; offers a great opportunity to grow into senior administrative roles.

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

Job Specific Competencies

Kronos Timekeeper

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 payroll and the staff.

HR / 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. Issue lockers, combo codes and uniforms to new employees. Inventory of PPE. Assists Office manager with JC Personnel Review.

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. 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.

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. Back-up to reconciliation process and other administrative support team members.

Required : High school diploma or equivalent. Is Required Four years Administrative / secretarial experience. No experience required with preferred degree. Must pass pre-employment skills test as required and administered by Human Resources.

Onsite Presence : Is Required The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition. This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment. 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.