Administrative Specialist

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Gynecologic Oncology & Reproductive Medicine department supports exceptional patient care, groundbreaking research, and academic excellence through collaboration among faculty, clinicians, researchers, and administrative leaders. The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine plays a critical role in ensuring faculty and departmental operations run efficiently across multiple mission areas. UT MD Anderson is recognized worldwide for advancing cancer care, research, and education. The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine provides high-level administrative support in a fast-paced environment, helping faculty and departmental leaders achieve their clinical, research, and academic objectives. The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine contributes directly to operational excellence and institutional success. The ideal candidate is a highly organized and detail-oriented administrative professional with experience supporting faculty members, physicians, or senior leaders in a healthcare, academic, or research environment. Preferred qualifications include experience with complex calendar management, faculty travel coordination, CV and biosketch management, grant and extramural funding tracking, financial reconciliation, manuscript support, and familiarity with institutional systems. Licenses and certifications are not specified. Salary: Minimum $45,500.00 - Midpoint 57,000.00 - Maximum 68,500.00 Work Location: The typical work schedule is Hybrid schedule with two days per week on campus and the remaining workdays remote, based on departmental needs and operational requirements. Why Us? This position offers the opportunity to support faculty, clinicians, researchers, and administrative leaders who are advancing patient care, research, and academic excellence. Team members work in a collaborative and supportive environment that values professionalism, continuous learning, open communication, and teamwork. The role provides exposure to multiple mission areas, opportunities for professional growth, and a hybrid work arrangement that supports work-life balance while contributing to the mission of UT MD Anderson. 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. Key Responsibilities Administrative Support Provides administrative support including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, maintaining calendar of assigned faculty and special projects. Attends to all travel and travel related follow-up from requesting travel through appropriate channels, to following established procedures for recording absences from clinic through submitting requests for reimbursements. Prepares medical photography requests, catering requests, conference service requests, and other institutional forms. *Prepares and submits Faculty Leave Report and other reports as required/requested. Provides patient care support by composing letters and forms, printing clinic and surgery schedules, and handling and redirecting patient calls. Creates and formats presentations and posters for faculty, fellows and other team members. CV/Journal/Manuscript/Grant - Requests Updates curriculum vitae and biographical sketches for faculty as required, including current publications, presentations, committee memberships, and awards. Maintains current CV's and biographical sketches in Faculty Information System (FIS) for assigned faculty. Searches and retrieves journal articles from online databases or MDACC Research Medical Library. Orders articles via the Inter‑library Request Form (ILLiad). Prepares, types, and assembles drafts and manuscripts. Submits manuscripts to Scientific Publications for review and editing prior to submitting to journal(s). Obtains required signatures and forwards to appropriate institutional departments for approval. Types, compiles, and assembles grant applications using appropriate and current forms. Verifies accuracy and completeness of text, and budget numbers and ensures that all the necessary forms are accurate, complete, and in the proper sequence. Prepares and maintains abstracts and biographical sketches for faculty and other staff as needed for grant submissions and other requests. Obtains required signatures from the Surgery Department Administrator, Chairman, and Division Head prior to forwarding the grant to the Office of Research for approval. Maintains copy of grant for the faculty file and provides a copy to the accountant for department files. Establishes and maintains grant files for new and existing grants/proposals. Account Reconciliation & Financial Management Reviews and reconciles designated grant, research and other company/center accounts belonging to assigned faculty, on a monthly basis, to verify accuracy and to resolve errors. Compares company/center report expenses with expense documents received for purchases made or services performed. Receives and files expense/supporting documents and company/center reports, in the designated location, as they are received, to ensure that they are accessible when needed. Accesses the Financial/Purchasing Database to review and verify encumbered/estimated expenses posted and confirm actual expenses incurred. Notifies the Office Manager, Financial Analyst or Operations Manager of any discrepancies and adjustments, as necessary. Other duties as assigned. EDUCATION Required: High School Diploma or Equivalent Preferred: Associate's Degree or Preferred: Bachelor's Degree WORK EXPERIENCE Required: 5 years Administrative/secretarial experience. or Required: 3 years Required experience with Associate's degree. or Required: 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. Additional Information Requisition ID: 182883 Employment Status: Full-Time Employee Status: Regular Work Week: Days Minimum Salary: US Dollar (USD) 45,500 Midpoint Salary: US Dollar (USD) 57,000 Maximum Salary : US Dollar (USD) 68,500 FLSA: non-exempt and eligible for overtime pay Fund Type: Hard Work Location: Hybrid Onsite/Remote Pivotal Position: No Referral Bonus Available?: No Relocation Assistance Available?: No #J-18808-Ljbffr