Office Supervisor - Pathology Admin

Office Supervisor

The University of Texas MD Anderson Cancer Center is dedicated to eliminating cancer in Texas, the nation, and the world through integrated excellence in patient care, research, prevention, and education. The Office Supervisor role supports these efforts by providing frontline leadership, operational oversight, and advanced administrative support within the Pathology Admin department.

The Pathology Admin department provides administrative and operational support for faculty, research, clinical, and educational activities. The Office Supervisor serves as a key operational leader responsible for supervising administrative staff while maintaining a faculty support portfolio. The Office Supervisor collaborates with departmental leadership to ensure continuity of operations, staff development, and high-quality service delivery. The Office Supervisor plays an essential role in supporting faculty, trainees, patients, and departmental stakeholders across UT MD Anderson.

The ideal candidate will possess a combination of leadership experience, advanced administrative expertise, operational coordination skills, and the ability to support complex faculty activities. Experience supervising administrative staff, managing faculty support functions, coordinating projects, handling confidential information, and supporting academic, research, and financial processes is highly desirable.

Why Us?

At UT MD Anderson, the Office Supervisor directly contributes to the institution's mission by supporting clinical, research, academic, and administrative operations that advance cancer care and discovery. This role offers opportunities to develop leadership skills, drive operational improvements, support faculty success, and participate in impactful departmental initiatives while working in a collaborative and mission-driven environment.

Responsibilities

Leadership & Employee Development

Supervise an assigned team of Senior Administrative Assistants and establish clear performance expectations Monitor employee performance and provide timely, constructive feedback and coaching Participate in recruitment, interviewing, selection, onboarding, and training of administrative staff Conduct performance evaluations and support employee goal setting and development planning Address attendance, behavioral, and performance concerns in accordance with institutional policies Implement coaching and progressive disciplinary processes in collaboration with leadership and Human Resources Recognize employee accomplishments and encourage continuous learning and professional growth Provide operational guidance, answer staff questions, and escalate issues when appropriate.

Operational Management & Workflow Coordination

Coordinate and monitor daily workflow and workload distribution across assigned administrative staff Adjust assignments and priorities to maintain efficient and consistent administrative support Monitor staffing coverage, scheduling needs, and operational demands across faculty and departmental activities Identify resource gaps and recommend adjustments to maintain continuity of support Lead and participate in administrative and departmental meetings and communicate operational updates Develop, maintain, and improve departmental processes, standard operating procedures, and documentation Coordinate departmental projects, operational changes, and process improvement initiatives Collaborate with the Office Manager and departmental leadership to maintain operational consistency Support facilities-related activities, including office moves, workspace changes, repairs, equipment issues, and construction impacts Coordinate with Facilities, faculty, staff, and institutional partners to resolve operational issues

Faculty & Administrative Support

Provide comprehensive administrative support to assigned faculty members Manage complex calendars, meetings, conferences, clinic schedules, and travel arrangements Coordinate airfare, lodging, transportation, registrations, reimbursements, and travel-related documentation Prepare correspondence, reports, memoranda, presentations, manuscripts, protocols, and grant documents Maintain faculty records, curriculum vitae, NIH biosketches, licensure renewals, credentialing records, and educational appointments Support faculty affairs processes, including visa sponsorships, promotions, tenure activities, appointments, and renewals Coordinate faculty leave requests, extramural travel, expenditure tracking, and administrative documentation Manage confidential information using sound judgment and discretion Prioritize complex administrative responsibilities and anticipate faculty and departmental needs Provide administrative coverage and operational support as needed to ensure continuity of services

Financial & Research Administration

Monitor, reconcile, analyze, and attest faculty and departmental funding sources and expenditures Research discrepancies and coordinate corrections while maintaining compliance with institutional policies Process purchase orders, payment requests, travel reimbursements, expense reports, and related transactions Support grant, regulatory, academic, and scholarly activities through coordination of required documentation Prepare and coordinate NIH biosketches, Other Support documents, research protocols, grant materials, manuscripts, and presentations Review administrative, financial, research, and academic documents for accuracy, completeness, and compliance Provide guidance to administrative staff regarding complex documentation and administrative processes

Departmental Projects & Continuous Improvement

Lead and participate in strategic initiatives, special projects, and organizational improvement efforts Coordinate project activities, deliverables, stakeholder engagement, and implementation efforts Monitor project progress and address barriers to successful completion of objectives Identify trends, recurring issues, and opportunities to improve administrative workflows Recommend and support process improvements that enhance efficiency and customer service Strengthen collaboration, consistency, accountability, and knowledge sharing across the administrative team Promote continuous improvement and service excellence while modeling institutional values Serve as a frontline operational leader supporting employee development and operational continuity Support faculty, trainees, patients, and departmental stakeholders through effective leadership and administration Perform other duties as assigned

EDUCATION

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

WORK EXPERIENCE

• Required: 7 years Administrative clerical experience to include one year in a supervisory role.
• Successful completion of the LEADing Self Accelerate and/or LEADing Self Discover programs may substitute for one year of required supervisory or management experience. Completion of both programs can be substituted for a maximum of two years of supervisory or management experience.
• Preferred: Progressively responsible administrative experience in an academic, healthcare, research, or similarly complex environment, including direct supervision or leadership of administrative staff. Experience supporting faculty, physicians, researchers, executives, or other senior professionals; employee coaching and performance management; workflow and staffing coordination; complex calendar and travel management; financial administration; research and academic support; and process improvement.

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