Sr Administrative Assistant - Fac Mgt-PC&PF-Property Mgt

Work Schedule: Monday-Friday, 7am-4pm

Performs complex administrative duties along with organizing and coordinating office operations. Impacts all departmental administrative and management decisions.

Administrative Support  

•    Directly supervises administrative support staff in the daily operations of the department.  Conducts performance evaluations, sets SMART goals, coach's staff in career development, and assures compliance with all facilities and institutional policies/procedures and guidelines.  Reviews work processes, makes adjustments as necessary or develops new processes to assure the department is operating in the most efficient means possible.

•           Coordinates meetings and department-wide event scheduling and provides administrative support for the Director of Operations & Maintenance.  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 will be responded to within the maximum of one (1) business day of initial contact. 
•           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.  Responsible for updating bulletin boards, creating monthly flyers, newsletters, and for viewing and distribution to the department.
•           Maintains departmental records, filing systems and coordinates records management for the department.
•           Responsible for maintaining the emergency operations sustainable planner, job action sheets and call-down trees and keeping the most recent versions on the portal. Assist in the Hurricane Ride out/Recovery of all SharePoint communication through the department and/or the division.
•           Responsible for keeping the departmental SharePoint site up to date along with other departmental communications.  This may include developing and editing document libraries and departmental pages and sites.
•           Assists with Merit process: Computation of percentage and distribution; completion of worksheets and submission to Facilities Finance.
•           Participates in cross-functional teams and committees within Facilities Management.
•           Develops and facilitates training sessions on policies, procedures and systems as required.  

HR Functions  

•         Serves as timekeeper for the department as needed.  Enters data in Kronos by Monday of each week, assures all exception logs are completed correctly, monitors attendance, logs all unscheduled time on the attendance tracking sheets on a weekly basis, and runs reports as requested by managers and /or employees.  Must be proficient with attendance and timekeeping policies and be proficient in hourly and on-call pay and policies.  Acts as liaison between myHR, payroll and the staff.   Researches and makes corrections as needed for payroll issues.
•           May enter position data into Brassring system and assists in the recruitment process.  Sets up interviews for directors/managers/supervisors, assists with preparing interview question matrix, calculates the interview scores and maintains the records from the interviews. Coordinates the recruitment and approval of timesheets for temporary and/or contingent personnel as needed.
•           Assists the Director with human resources activities for department.    This includes ensuring institutional, divisional and departmental policies and procedures are maintained, developed, adhered to, and disseminated to all staff.  Responsible for keeping organizational charts and employee phone lists up to date on the portal and preparing and filing JDUF requests for personnel actions and disciplinary action paperwork.   Responsible for Maintaining confidential personnel, training, and/or general office files. Maintain an accurate and current spreadsheet for all Performance Rewards & Employee Awards.
•           Coordinates the FM365 onboarding activities with new employees as needed.   This includes scheduling new employees to meet with the Director between days 120 and 180, obtaining all mandatory paperwork from the supervisor/manager of new employees, issuing and maintaining records of uniforms and PPE; sends reminders to new employees to register for the FM365 classroom sessions and any other items required by new employees.
•           Tracks mandatory training for the department and assists the directors/managers with assuring all performance evaluations are completed on time. 
•           Interprets institutional policies, regulations, and procedures thoroughly for employees electronically or verbally.

Financial/Purchasing/Reconciliation/Reporting    

•           Acts as a backup for 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.
•           Maintain procard log and ensrue that checkbooks up to date on a daily/weekly basis. Reconcile the procard and SOCC reports for all co/ctrs assigned by the last day of the month.   Reconciliation documents must adhere to Facilities Management and institutional policies and procedures.
•           Orders office supplies, print products, office keys, pagers, long distance codes, etc.   Assures that expenses are within budgetary guidelines and notifies the manager/director of any possible discrepancies.   Works with Brand Central to ensure branding standards are met according to MD Anderson policy.
•           Responsible for education requests, membership dues, 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 director and the FM Finance Office prior to processing.