Administrative Assistant - Chief Quality Office

MD Anderson Cancer Center•Houston, TX

4d•Hybrid

About The Position

The primary purpose of the Administrative Assistant is to provide routine administrative and secretarial duties for the Chief Quality Office Division and any/all departments within. The individual will use judgment within general guidelines, including coordination of travel and events, and other related functions. The individual must be able to adapt to constantly changing demands of the institution and the departments.

Requirements

High School Diploma or Equivalent
4 years Administrative/secretarial experience.
Must pass pre-employment skills test as required and administered by Human Resources.

Nice To Haves

Bachelor's Degree
No experience required with preferred degree.

Responsibilities

Performs calendar management for assigned leaders or teams, including scheduling routine meetings, sending invites, and avoiding conflicts.
Functions as primary purchaser/procard holder for office supplies, materials, equipment, special orders and ensures supply par levels are maintained and appropriate documentation is kept.
Processes incoming and outgoing mail; and coordinates mail requests.
Performs as department timekeeper and ensures time off usage is in alignment with institutional guidelines; resolves timekeeping issues.
Coordinates and prepares travel arrangements and submits appropriate expense reports.
Coordinate catering, room setup, and AV needs for meetings/events as well as executes logistics of the event.
Maintains departmental records, filing systems and coordinates records management for the department.
Ensures required certifications/licensures are renewed/up to date.
Processes purchase requests for assigned areas including maintaining appropriate documents and performing reconciliations.
Provides insights or finds relevant information on administrative processes.
Regularly checks to ensure supported teams have supplies, equipment needed including new employees.
Provides onsite support on assigned days as well as needed.
Serves in a back up capacity for assigned areas including performing calendar management, Kronos, Concur, and Purchasing related tasks.
Manages vendor relations for various division needs.
Supports events across the division including departmental/divisional meetings, accreditation surveys, awareness events, etc.
Liaison between dept & admin office and escalates issues when appropriate
Contributes to special assignments such as but not limited to: equipment coordination, reconciliations, intern appointment/reappoints, inventory, website management, vendor contract execution.