Senior Administrative Assistant - Surgical Oncology

Administrative Assistant

The University of Texas MD Anderson Cancer Center seeks an Administrative Assistant to support the Surgical Oncology department, a fast-paced, broad-spectrum environment offering exposure to varied clinical, academic, and research activities. The Administrative Assistant plays a key role in supporting faculty and ensuring efficient administrative operations that contribute to patient care, education, and research excellence. The Administrative Assistant will work closely with faculty, clinical teams, and administrative partners in a collaborative and established department known for strong tenure and teamwork.

UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. The Administrative Assistant position at UT MD Anderson provides an opportunity to contribute to meaningful work while developing professional skills in a dynamic and mission-driven environment.

The ideal candidate for this role is highly intuitive, able to quickly retain information or effectively document processes, and capable of working independently while contributing to a cohesive team. Preferred qualifications include experience providing administrative support to medical professionals in a teaching environment, advanced proficiency in Microsoft Office products, familiarity with medical publications and research tools such as NIH resources, MyCV, and SciENcv, and some exposure to grant processes.

The typical work schedule:

On Campus Days 9:00 am 3:00 pm

Remote Days 8:00 am 5:00 pm

Salary range: Minimum $ 45,500.00 Midpoint $57,000.00 Maximum $68,500.00

Why Us? Surgical Oncology at UT MD Anderson offers a unique environment where employees gain exposure to a wide range of clinical, research, and academic activities. This role provides the opportunity to build a strong skillset portfolio while working alongside experienced professionals in a department with longstanding staff and a collaborative culture. With a hybrid schedule and meaningful work supporting cancer research and patient care, this is an opportunity to grow professionally while maintaining work-life balance.

Key Responsibilities

• Administrative & Operational Support:
• Provide comprehensive administrative support to three faculty members
• Answer, screen, and triage telephone calls and relay accurate messages
• Receive, sort, and distribute departmental mail, faxes, and packages
• Order and restock office and lab supplies on a scheduled basis
• Coordinate service calls with vendors in the absence of the Office Manager
• Calendar & Coordination:
• Manage complex calendars including daily, monthly, and annual scheduling
• Communicate leave schedules with administration, clinics, providers, and faculty
• Ensure alignment of commitments across multiple stakeholders
• Travel & Expense Management:
• Coordinate extensive travel arrangements including registrations, lodging, and airfare
• Submit and monitor reimbursement requests using institutional systems
• Maintain travel documentation and compliance with organizational guidelines
• Research & Academic Support:
• Maintain faculty CVs using MyCV, including publications, presentations, and honors
• Assist with manuscript preparation, editing, and literature searches
• Retrieve research data from Medline and PubMed databases
• Support grant submissions by coordinating documents, biosketches, and budget input
• Ensure accuracy and completeness of grant proposals prior to submission
• Financial & Records Management:
• Perform account reconciliation in accordance with institutional policies
• Track and maintain financial records, spreadsheets, and funding sources including grants and donor funds
• Facilitate transfer of medical records for scanning and permanent documentation
• Manage weekly lab coat collection and distribution logistics

Education

• Required: High School Diploma or Equivalent
• 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.