Senior Administrative Assistant -Environmental Services

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Senior Administrative Assistant supports the Environmental Services (EVS) Team, a department that provides housekeeping services throughout the main hospital and supports more than 400 employees who help maintain patient care environments. The Senior Administrative Assistant serves as a critical operational partner by providing administrative, financial, and human resources support while helping ensure efficient departmental operations.

At UT MD Anderson, the Senior Administrative Assistant plays an important role in supporting leadership, employees, and operational processes. The Senior Administrative Assistant contributes to departmental success through administrative coordination, financial reconciliation, employee support, and supervision of administrative staff while supporting the mission of delivering world-class cancer care.

The ideal candidate has demonstrated experience providing administrative support to director-level leadership, supporting large employee groups, and reconciling high-dollar budgets. Preferred experience includes working with housekeeping or environmental services teams, mentoring administrative staff, and supporting human resources functions. Preferred additional qualifications include bilingual Spanish language skills. Education, experience, and licensing preferences beyond the information provided were not specified.

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

The typical work schedule is Monday - Friday, 8:00am-4:30pm.

Hybrid Schedule: Two days onsite and three days remote.

Why Us?

The EVS Team is the cornerstone of hospital operations and directly supports the environment where patients receive world-class cancer care. This role offers exposure to large-scale healthcare operations, opportunities to develop administrative, financial, and leadership skills, and a pathway for future advancement, as previous individuals in this role have progressed into management positions. The hybrid work arrangement also provides flexibility while maintaining meaningful engagement with departmental operations and leadership.

• 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.

Key Responsibilities

Administrative Support

• Review work processes and implement improvements to enhance departmental efficiency
• Coordinate 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

Financial, Purchasing & Reporting

• 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
• Coordinate 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

Human Resources Support

• Coordinate recruitment activities and approval of timesheets for temporary and contingent personnel
• Assist with 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
• Maintain Performance Rewards and Employee Awards tracking spreadsheets
• Coordinate FM365 onboarding activities and new employee support processes
• Track mandatory training completion and performance evaluation deadlines
• Interpret institutional policies, regulations, and procedures for employees
• Assist with recruitment processes, interview scheduling, interview matrices, and interview documentation
• Enter position information into Taleo and support hiring-related activities

Supervision & Staff Development

• 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

Additional Operational Support

• 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
• Maintain proficiency in attendance, timekeeping, hourly pay, and on-call pay policies

EDUCATION

• Required: High School Diploma or Equivalent
• Preferred: Associate's Degree or
• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 5 years Administrative/secretarial experience. or 3 years Required experience with Associate's degree. or 1 year Required experience with Bachelor's degree.

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

The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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.

Additional Information

• Requisition ID: 182129
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 45,500
• Midpoint Salary: US Dollar (USD) 57,000
• Maximum Salary : US Dollar (USD) 68,500
• 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

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