Senior Administrative Assistant - Access Operations

MISSION STATEMENT
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.

The ideal candidate will possess experience in an administrative role, utilizing Excel and other software to reconcile financial activities, including invoices and purchases. Additionally, experience in managing timekeeping processes is necessary. Familiarity with inventory and supply management is also preferred.

This is a hybrid position that will require at least one onsite presence per week.

Administration Support

• Maintains calendar and provides support to the Director, and all Managers in Patient Access Administration/Ambulatory Access Operations.
• Functions as primary timekeeper.
• Prepares and posts weekly staff time in the KRONOS database; reconciles staff time exceptions with time-off requests; retrieves and distributes staff leave balances as requested; assists in maintaining departmental electronic calendar.
• Coordinates the scheduling of meetings including: securing meeting rooms, coordinating schedules, requesting/securing AV and catering, preparing/ensuring appropriate room set-up; prepares/distributes meeting agendas, records and distributes meeting minutes; assembles meeting materials; maintains calendar for director as requested.
• Coordinate personnel recruitment and serve as contact for HR during new hire process.
• Schedules and coordinates all new hire and continuing education training, including maintaining attendance lists, communications, schedules and invites.

General Office Support

• Processes mail - picks up, screens, sorts and distributes incoming mail.
• Processes staff incoming and outgoing mail; handles special mail requests (overnight/courier).
• Develop and sustain access operations intranet site to promote activities, educational content and awareness of strategic vision and goals.
• Photocopies and scans documents as requested, sends/retrieves faxes, etc.
• Monitors and maintains office supply inventory; organizes supplies; systematically inventories and orders supplies to maintain established levels; uncrates and stores supplies; replenishes copy machine/printer paper, toner, etc.
• Provides administrative/clerical support for the leadership team of Patient Access Administration/Ambulatory Access Operations as requested.
• Serves as liaison with Facilities Services to maintain physical environment.
• Works with IT to facilitate new employee technology needs and quickly resolve issues related to computers and phones.

Financial Management/Support

• Travel - Coordinates and arranges all aspects of staff travel.
• This includes making hotel/car rental reservations; compiles/calculates travel expenses/reimbursements; prepares travel itineraries and boarding tickets; helps travelers with on-the-road needs; creates and maintains organized travel files/records; adheres to institutional and departmental policies and guidelines.
• Account Tracking/Reconciliation Tracks expenditures; prepares and follows up on expense transactions; assists administration with reconciliation on a monthly basis, initiates and reconciles ProCard account; forecast spending throughout year to ensure we meet budget; participate in yearly budget planning process by providing past spending patterns, budget forecasting and potential new needs.
• Purchasing - Coordinates departmental purchasing/procurement activities using ResourceOne system; prepares and processes purchase orders, check requests, etc.; obtains cost quotes; develops and maintains filing system to facilitate tracking, follow-up and reconciliation of all purchase requisitions/check requests initiated; functions as liaison with Procurement Services, accounting departmental, personnel and external vendors to facilitate the purchase and procurement process; facilitates receipt and pre-processing of accounts payable invoices; coordinates repair/relocation/salvage and/or storage of equipment/ furnishings/materials; arranges for service by contacting the appropriate department and initiating request; follows-up on requests and oversees requested activity to facilitate timely completion; serves as a resource for personnel in addressing/resolving procurement issues.

Project Support

• Collects data related to Ambulatory Access Operations projects. Produces monthly reports as needed.
• Updates department website with support of Patient Access Operations leadership/education team.

Other duties as assigned

Education

Required: High school diploma or equivalent.

Experience

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.

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: 172649
• 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