Sr Administrative Assistant - Fac Mgt EHS Sustain & Emer Mgt

Ideal candidate will have checkbook reconciliation, accounting/purchasing or ResourceOne experience.

The primary purpose of the Sr. Administrative Assistant position is to provide professional knowledge and expertise in organizing, managing and maintaining the administrative functions of the Environmental Health & Safety Department. Employee performs complex administrative support duties requiring the use of independent judgment and complex analysis to gather facts; and determine appropriate solutions generally based on past experience and department practice. Impacts department efficiency and productivity, supports the section Director and Associate Vice President and provides back-up assistance to other sections of the department as needed.

ADMINISTRATIVE SUPPORT
• Develops and determines priorities and monitors status of special project.

• Coordinates meetings and department-wide event scheduling and provides administrative support for the Directors and Managers of the Occupational Health and Safety/Warehouse groups. 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.

• 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.

• Maintains confidential departmental records, filing systems and coordinates records management for the department.

• Serves as content manager and responsible for keeping the portal pages up to date. This may include developing and editing document libraries and departmental pages.

FINANCIAL/PURCHASING/RECONCILIATION/REPORTING

• Monitors and balances funds budget activities utilizing the monthly account updates and information available through ResourceOne. Entering, tracking and following up on purchase requisitions assuring all purchase orders are issued, paid and closed in a timely and accurate manner. This includes keeping proper documentation for invoices, receiving documents and all back-up that is required for reconciliation. Completes and submits check requests, petty cash, warehouse materials, etc.

• Assists the director and manager in budget preparation and oversees accuracy of budget documentation. Advises director on budgetary needs and provides recommendations.

• Responsible for keeping the ProCard log and checkbook up to date on a daily/weekly basis and reconciling the ProCard and status of department funds (SODF) for all funds assigned by the last day of the month. Reconciliation documents must adhere to Facilities Management and institutional policies and procedures. Assures that expenses are within budgetary guidelines and notifies the manager/director of any possible discrepancies.

• Assists with asset transfer transactions, computer lease refresh activities and participates in Facilities Management's annual asset inventory reporting/activities. Assures all copies of asset transfers and computer refreshes are sent to the department asset coordinator.

• Responsible for education requests, travel requests, planning, arrangements and reimbursement. Assures that all educations requests are approved by the manager/director and submitted through Performance Programs and that all travel is approved by the manager/director and the FM Finance Office prior to processing.

OTHER DUTIES AS ASSIGNED

• Serves as back up to the support staff in EH&S areas. This includes answering phones, distributing mail, scheduling meetings and maintaining office equipment and supplies.

• Completes all mandatory training as required by the Institution and/or the Facilities Management Division and completes professional development training(s) to enhance job responsibilities.

• Manages personnel files and position descriptions. Ensures timely and full compliance with all institutional requirements.

• Tracks, maintains and coordinates the departmental asset inventory

• Special projects.

• May supervise, develop and mentor Receptionist.

Required: High school diploma or equivalent. Five years of administrative/secretarial experience. With preferred degree, one year of required experience.

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

Preferred: Microsoft Office--Word, Excel, and PowerPoint

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