Senior Administrative Assistant - Academic Operations

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 primary purpose of the Senior Administrative Assistant is to support and maintain all work associated with Faculty Senate.
Provides planning, coordination, and implementation of administrative and operational activities, which impacts all departmental and management decisions.
JOB SPECIFIC COMPETENCIES Administrative Support of Faculty Senate Office: Provides support in a broad range of activities to the faculty and leaders of the faculty senate.
· Administrative support for the Faculty Senate Officers and ECFS: Attend weekly ECFS and monthly Faculty Senate meetings in order to document and maintain meeting minutes.
Arranges and maintains schedule/calendar for Faculty Senate Officers.
Schedules meetings, online/remote or virtual meeting invitations and/or arranges for conference rooms through Conference Support Services.
Assists with special events for Faculty Senate Office to include the annual Faculty Honors Convocation.
Arranges for catering through inside and outside catering services for small to large meetings and events.
Prioritizes work appropriately based on importance and deadlines.
· G eneral Office Duties: Process various departmental requests.
General office correspondence for the Faculty Senate.
Perform general office duties for workroom and reception area.
Restock office supplies and equipment.
· Faculty Senate Executive C ommittee Support: Presentation and slide development support, emails, telephone calls, preparing appropriate forms, booking rooms/equipment, Zoom meeting invites, catering, and loading presentations.
Assist with meeting schedules, route candidates to meeting locations, prepare agendas and presentations in shared drive.
· Reimbursements and Reconciling: Submission and reconciliation of all reimbursements for the Faculty Senate Office.
Provide and document all back-up documentation for expense reimbursements.
Assist Program Manager in performing audits.
Ensure that vendor payments are input and processed.
· Faculty Achievement Award Process: Assist with the annual Faculty Achievement Awards and submission site.
· Develop practices and procedures to streamline and support the operations of Faculty Senate office.
Maintains all departmental files, and internal databases.
Oversees creation and organization of faculty related Team sites.
· Arranges all aspects of domestic travel by using institutional guidelines, databases, and forms for processing.
· Performs administrative tasks identified by program manager.
· Back-up support to the Program Manager in providing administrative support for the Faculty Senate.
· Requires independent judgment and initiative.
· 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.
Preferred: Experience taking meeting minutes in a professional capacity.
Candidates will be required to submit a work product (meeting minutes/presentations) 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.
https://www.
mdanderson.
org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.
html WORKING CONDITIONS Frequency Deadlines Sedentary Environment - Frequent 34-66% PHYSICAL DEMANDS Frequency Weight Carrying Eye/Hand Coordination Keyboarding Sitting Occasionally 11-33% Occasionally 11-33% Constant 67-100% Constant 67-100% 5-10 lbs - - - COGNITIVE DEMANDS Analytical Ability Appropriate Behavior Attention to detail Comprehending Creativity Critical Thinking Following Instructions Giving and Receiving Constructive Feedback Interpersonal Skills Multitasking Oral Communication Organizing Performing in a Leadership Role Problem Solving Reading Skills/Comprehension Responding in emergency situations Written Communication Additional Information Requisition ID: 164546 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