Administrative Assistant - Fac Mgt Fac Planning Design & Construction

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Administrative Assistant role supports the efficient operation of Facilities Management - Planning, Design and Construction by providing comprehensive administrative, financial, and human resources support to leadership, staff, and stakeholders.

The Administrative Assistant is responsible for a wide range of administrative functions that directly impact departmental efficiency, productivity, and customer service.

UT MD Anderson is internationally recognized for its commitment to ending cancer through excellence in patient care, research, education, and prevention. The Administrative Assistant serves as a key resource for departmental operations and administrative coordination. The Administrative Assistant works collaboratively with managers, employees, vendors, contractors, and visitors to support daily business operations and departmental objectives.

The ideal candidate will have experience performing administrative assistant duties while supporting multiple leaders in a fast-paced environment. Candidates with experience managing complex calendars, coordinating meetings with multiple attendees, arranging travel, processing expenses, and utilizing Microsoft Office applications, Outlook, Concur, and Kronos are highly desirable. A proactive, self-directed individual who takes initiative, anticipates needs, and consistently follows through on assignments will be well suited for this role.

Salary Range: $41,000 - $51,000 - $61,000

• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

• Provide general administrative and clerical support and serve as department receptionist.
• Answer the main departmental line and assist employees, visitors, contractors, and vendors.
• Process internal and external courier service requests and coordinate pickup and delivery of interoffice and metered mail.
• Validate visitor parking tickets and track department garage parking cards.
• Maintain complex calendars and coordinate scheduling for multiple leaders and stakeholders.
• Respond to meeting and calendaring requests within one business day of initial contact.
• Coordinate meetings involving multiple attendees, locations, catering, agendas, materials, invitations, and logistics.
• Prepare PowerPoint presentations, invitations, correspondence, and meeting minutes as assigned.
• Demonstrate strong interpersonal skills while supporting a group of professionals and leaders.
• Maintain departmental records, filing systems, and weekly project filing activities.
• Manage heavy calendaring activities using Outlook and ensure calendar accuracy.
• Monitor and resolve scheduling conflicts, double bookings, cancellations, and time constraints.
• Coordinate conference room reservations and manage room scheduling calendars.
• Accept or deny conference room requests based on departmental guidelines.
• Maintain conference room equipment and ensure rooms remain operational and organized.
• Ensure meeting rooms, whiteboards, and supplies are maintained and stocked.
• Maintain current conference room contact lists and resource information.
• Create reports, graphs, organizational charts, and other business documents.
• Perform mail merges and proofread formal and informal correspondence for accuracy.
• Enter, track, and follow up on purchase requisitions to ensure purchase orders are issued, paid, and closed accurately and timely.
• Scan and upload purchasing documentation to project work spaces as required.
• Assist with asset transfers, computer lease refresh activities, and annual asset inventory processes.
• Order office supplies, print products, office keys, and other departmental resources.
• Monitor expenditures and notify the Office Manager of potential budget discrepancies.
• Route invoices, receiving documents, and supporting documentation for reconciliation.
• Process reimbursements for memberships, recertifications, licensing, education, and travel expenses.
• Ensure required approvals are obtained for educational and travel-related requests prior to processing.
• Assist with Kronos timekeeping activities and verify weekly time entry for management.
• Assist with processing and tracking temporary and permanent contractor badges.
• Coordinate FM365 onboarding activities for new employees.
• Schedule onboarding meetings between managers and new employees during days 120 through 180 of employment.
• Obtain required onboarding documentation from supervisors and managers and forward…