Administrative Assistant - Chief Quality Office

SUMMARY

The primary purpose of the Administrative Assistant is to provide routine administrative and secretarial duties for the Chief Quality Office Division and any/all departments within. The individual will use judgment within general guidelines, including coordination of travel and events, and other related functions. The individual must be able to adapt to constantly changing demands of the institution and the departments.

• Performs calendar management for assigned leaders or teams, including scheduling routine meetings, sending invites, and avoiding conflicts.
• Functions as primary purchaser/procard holder for office supplies, materials, equipment, special orders and ensures supply par levels are maintained and appropriate documentation is kept.
• Processes incoming and outgoing mail; and coordinates mail requests.

• Performs as department timekeeper and ensures time off usage is in alignment with institutional guidelines; resolves timekeeping issues.
• Coordinates and prepares travel arrangements and submits appropriate expense reports.
• Coordinate catering, room setup, and AV needs for meetings/events as well as executes logistics of the event.
• Maintains departmental records, filing systems and coordinates records management for the department.
• Ensures required certifications/licensure are renewed/up to date.
• Processes purchase requests for assigned areas including maintaining appropriate documents and performing reconciliations.
• Provides insights or finds relevant information on administrative processes.
• Regularly checks to ensure supported teams have supplies, equipment needed including new employees.

• Provides onsite support on assigned days as well as needed.
• Serves in a back up capacity for assigned areas including performing calendar management, Kronos, Concur, and Purchasing related tasks.
• Manages vendor relations for various division needs.
• Supports events across the division including departmental/divisional meetings, accreditation surveys, awareness events, etc.
• Liaison between dept & admin office and escalates issues when appropriate.
• Contributes to special assignments such as but not limited to: equipment coordination, reconciliations, intern appointment/reappoints, inventory, website management, vendor contract execution.

• Required:
  
  High School Diploma or Equivalent
• Preferred:
  Bachelor's Degree

• Required:
  
  4 years Administrative/secretarial experience. or
• Required:
  
  No experience required with preferred degree.

Must pass pre-employment skills test as required and administered by Human Resources.

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.

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• Requisition
• Employment Status:
  Full-Time
• Employee Status:
  Regular
• Work Week:
  Days
• Minimum Salary: US Dollar (USD) 41,000
• Midpoint Salary: US Dollar (USD) 51,000
• Maximum Salary : US Dollar (USD) 61,000
• 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