Senior Administrative Assistant -Environmental Services

About the role

The Senior Administrative Assistant supports the Environmental Services (EVS) Team at the University of Texas MD Anderson Cancer Center. The EVS Team provides housekeeping services throughout the main hospital and supports more than 400 employees.

Responsibilities

• Review work processes and implement improvements to enhance departmental efficiency
• Cook meetings, events, schedules, catering, agendas, presentations, invitations, and meeting minutes
• Maintain the EVS Director's calendar and manage meeting requests within one business day
• Compose correspondence, perform mail merges, create reports, graphs, presentations, and organizational charts
• Maintain departmental filing systems, records management processes, bulletin boards, newsletters, and communications materials
• Update and maintain departmental SharePoint sites, document libraries, and departmental pages
• Maintain emergency operations planners, job action sheets, and call-down trees
• Participate on cross-functional teams and committees within Facilities Management
• Develop and facilitate training sessions related to policies, procedures, and systems
• Demonstrate effective communication with employees, leadership, vendors, and stakeholders
• Enter, track, and follow up on purchase requisitions to ensure purchase orders are issued, paid, and closed accurately
• Maintain supporting documentation for invoices, receiving records, and reconciliations
• Process check requests, warehouse materials requests, and purchasing activities
• Maintain ProCard logs and complete daily, weekly, and monthly reconciliations
• Reconcile ProCard and SODF reports in accordance with institutional and Facilities Management policies
• Monitor expenses and notify leadership of budget discrepancies
• Order office supplies, print products, keys, cell phones, and related departmental resources
• Cook education requests, memberships, travel arrangements, and reimbursement processing through Concur
• Ensure approvals are obtained for education and travel requests prior to processing
• Support compliance with institutional branding standards through coordination with Brand Central
• Coordinate recruitment activities and approval of timesheets for temporary and contingent personnel
• Aid in departmental human resources activities and policy administration
• Maintain organizational charts, employee phone lists, confidential personnel files, and training records
• Prepare ePAF requests and disciplinary action documentation
• Cook Performance Rewards and Employee Awards tracking spreadsheets
• Cook FM365 onboarding activities and new employee support processes
• Track mandatory training completion and performance evaluation deadlines
• Interpret institutional policies, regulations, and procedures for employees
• Aid in recruitment processes, interview scheduling, interview matrices, and interview documentation
• Enter position information into Taleo and support hiring-related activities
• Supervise administrative support staff in daily department operations
• Conduct performance evaluations and establish SMART goals
• Coach employees in career development and professional growth
• Ensure compliance with institutional and Facilities Management policies and procedures
• Provide mentorship and professional development support to the department's Administrative Assistant
• Serve as essential personnel during emergency-related events
• Support Hurricane Ride Out and Recovery SharePoint communications and documentation activities
• Perform departmental timekeeping functions and Kronos data entry as needed
• Monitor attendance records, exception logs, and payroll-related activities
• Act as liaison between myHR, Payroll, and departmental staff
• Research and resolve payroll discrepancies
• Generate attendance, payroll, and operational reports as requested

Qualifications

• Required: 5 years administrative/secretarial experience
• Preferred: Associate's Degree or Bachelor's Degree
• Preferred: Demonstrated experience providing administrative support to director-level leadership, supporting large employee groups, and reconciling high-dollar budgets
• Preferred: Experience working with housekeeping or environmental services teams
• Preferred: Mentoring administrative staff experience
• Preferred: Supporting human resources functions experience
• Preferred: Bilingual Spanish language skills

Skills

• Strong administrative and organizational skills
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite
• Ability to handle multiple tasks and prioritize effectively
• Experience with financial and purchasing systems
• Knowledge of institutional policies and procedures

Benefits

The Senior Administrative Assistant at the University of Texas MD Anderson Cancer Center enjoys a comprehensive benefits package including:

• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance
• Paid time off, retirement, tuition assistance, educational opportunities, and individual and team recognition
• 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

Pay

Salary: Minimum $45,500 - Midpoint $57,000 - Maximum $68,500

Schedule

The typical work schedule is Monday - Friday, 8:00am-4:30pm. Hybrid Schedule: Two days onsite and three days remote.