Senior Administrative Assistant - Colon & Rectal Surgery

Administrative Assistant

The Administrative Assistant role supports the Colon & Rectal Surgical Oncology department at The University of Texas MD Anderson Cancer Center, a high-volume, fast-paced clinical environment known for strong teamwork and collaboration. The Administrative Assistant is a key contributor to daily faculty operations, administrative coordination, and financial processes that directly support patient care, academic, and clinical initiatives.

The Administrative Assistant position plays an integral role in ensuring efficient administrative operations within a nationally recognized cancer center focused on patient care, research, education, and prevention. This Administrative Assistant role requires discretion, organization, and proactive problem-solving in a complex academic medical setting while working closely with faculty, leadership, and interdisciplinary teams.

The ideal candidate for the Administrative Assistant role is detail-oriented and self-motivated, with strong written and verbal communication skills and proven problem-solving ability. Preferred candidates bring a Bachelor's degree, relevant administrative experience, and familiarity with academic medical or institutional processes, along with professionalism in supporting faculty, financial activities, and confidential materials.

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

The typical work schedule is hybrid, with a scheduled onsite day on Friday and an additional 12 onsite days as needed (23 days per week total). Work location is Houston, Texas.

This role offers the opportunity to join a close-knit administrative team within Colon & Rectal Surgery, where collaboration, mutual support, and shared accountability are central to success. The Administrative Assistant contributes directly to faculty efficiency and departmental initiatives while benefiting from professional development opportunities, stability, and a hybrid work environment that supports work-life balance at 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 Provide comprehensive administrative support to assigned faculty and staff, including CV maintenance, manuscript, protocol, and grant submissions, biographical sketches, correspondence, and literature searches Maintain calendars, coordinate clinic blocks and coverage, and ensure accuracy of scheduling and travel plans Arrange faculty and staff travel, including airfare, lodging, ground transportation, itineraries, registrations, and expense reporting Process leave requests, extramural travel documentation, and maintain accurate expenditure tracking logs Maintain licensure, renewal documentation, medical and specialty society applications, and credentialing files
• Office Operations Oversee general office functions including Kronos timekeeping, FMLA tracking, space coordination, work orders, asset transfers, FAR submissions, contracts, key requests, inventory, website updates, and office supply management Maintain confidentiality while exercising independent judgment to resolve administrative issues Coordinate building access, equipment maintenance, and interface with IT for hardware and software support
• Administrative Coordination Coordinate institutional, divisional, and departmental initiatives, events, conferences, retreats, and special projects Create and format presentations using PowerPoint and other software tools Support faculty and trainee recruitment by coordinating schedules, travel, agendas, and expenditures Assist with new appointments, credentialing, and promotion and tenure processes
• Financial & Purchasing Support Process payment requests, purchase requisitions, travel reimbursements, and outside lecture reimbursements Monitor, reconcile, and analyze departmental company center accounts (PRS) Prepare monthly expense reviews, cost projections, and status reports Ensure compliance with institutional financial policies and internal controls

EDUCATION

Required: High School Diploma or Equivalent

Preferred: Associate or Bachelors degree

WORK EXPERIENCE

Required: 5 years Administrative/secretarial experience or

Required: 1 year experience with Bachelor's degree or 3 years of experience with Associate 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.