Senior Administrative Assistant - Urology

Senior Administrative Assistant

The University of Texas MD Anderson Cancer Center Department of Urology supports clinical care, research, education, and academic advancement through collaboration among faculty, administrative professionals, and operational teams. The Senior Administrative Assistant provides critical support to faculty members by coordinating administrative activities, managing complex processes, and facilitating efficient departmental operations. The Senior Administrative Assistant serves as a key resource for faculty needs and contributes to the overall effectiveness of departmental functions.

UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. The Senior Administrative Assistant plays an important role in supporting faculty productivity, research administration, academic activities, and operational excellence while helping the Department of Urology advance its mission.

The Sr. Administrative Assistant (Sr. AA) will serve as administrative support for four department Faculty, and back-up to four department Faculty as needed. This includes arranging critical administrative needs for the faculty members, such as travel arrangements and financial reimbursements. In addition, the Sr. AA role is responsible for composing, creating, and submitting grants, manuscripts, slide presentations, memos, letters, and other documents as requested by physicians. This role will also manage the department's priority of holding interval conferences on behalf of their faculty, directly impacting patient care. Also responsible for the rotational Journal Club program schedule and topic management, proactive notification efforts, and committee commitments in the department, division, and institutional level, including external CME commitments.

The ideal candidate has experience supporting multiple stakeholders in a fast-paced administrative environment and demonstrates strong organizational, communication, and technical skills. Preferred experience includes healthcare or academic administrative support, familiarity with institutional systems, and the ability to manage competing priorities independently while exercising sound judgment regarding escalation and follow-up. Education, experience, and licensure requirements were not provided.

Salary Range: Minimum $45,500.00 Midpoint $57,000.00 - Maximum $68,500.00 Work Location: Hybrid Onsite/Remote

Why Us? At UT MD Anderson, the Senior Administrative Assistant directly supports faculty members whose work advances patient care, research, education, and clinical excellence. This role offers the opportunity to contribute to meaningful work, collaborate across clinical and academic functions, develop expertise in research and administrative operations, and enjoy a supportive environment that promotes professional growth and work-life balance. 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.

ADMINISTRATIVE DUTIES

Coordinate travel arrangements and maintain travel records in the Concur system. Manage the calendar for department Faculty and provide backup support as needed. Assist faculty members with grant submissions, progress reports, and maintain grant files. Prepare and submit protocol submissions and amendments, including informed consents. Compose, edit, and format various documents, including memos, letters, curriculum vitae, grants, contracts, and reports. Prepare presentations for meetings and conferences. Establish budget controls for physicians by creating expenditure databases and providing monthly reports for budgeting purposes. Calculate expenses, prepare expense reports, and manage reimbursement requests. Maintain records of invoices, business expenses, and travel requests associated with faculty members' accounts. Serve as a backup to assigned physicians and handle main line calls for the department when necessary. Perform other duties as assigned to support departmental operations effectively.

DEPARTMENT OPERATIONS:

Manage multiple complex projects, including composing and preparing various documents such as correspondence, agendas, and meeting announcements. Serve as the site administrator for the Urology Department SharePoint site, updating visual aids, maintaining site applications, and creating department-specific applications as needed. Conduct regular meetings with the Office Manager to discuss departmental needs, project status, and maintain a consistent dialogue for united focus. Assist in the development and maintenance of departmental processes to ensure operational efficiency. Support Office Manager in orientating and training new employees to uphold departmental standards and procedures effectively.

EDUCATION

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