Senior Administrative Assistant - Radiation Oncology Department

Senior Administrative Assistant

The University of Texas MD Anderson Cancer Center is a leading institution dedicated to eliminating cancer through exceptional patient care, groundbreaking research, prevention programs, and education. Within the Department of Radiation Oncology, the Senior Administrative Assistant plays a critical role in supporting faculty, clinical operations, departmental programs, and administrative initiatives that contribute to the department's success and the institution's mission.

The Department of Radiation Oncology delivers innovative cancer treatment through advanced radiation therapies, multidisciplinary collaboration, clinical research, and educational initiatives. The Senior Administrative Assistant supports these efforts through comprehensive administrative coordination, project management, calendar oversight, documentation management, financial administration, and faculty support. The Senior Administrative Assistant serves as a key resource to ensure efficient departmental operations, and the Senior Administrative Assistant helps maintain compliance, communication, and program effectiveness across the department.

The ideal candidate possesses strong administrative experience supporting complex operations within a healthcare, academic, or research environment. Preferred candidates will have an Associate's degree or Bachelor's degree, experience coordinating calendars, meetings, documentation, travel, and financial activities, and demonstrated ability to support faculty, departmental projects, and operational initiatives while managing multiple priorities with professionalism and attention to detail. Minimum $21.88 per hour Midpoint $27.40 per hour Maximum $32.93 per hour

Typical Work Schedule: [Information not provided] At UT MD Anderson, the Senior Administrative Assistant directly supports the Department of Radiation Oncology's clinical, research, and educational missions while contributing to operational excellence and exceptional service. This role offers opportunities to expand expertise in faculty support, project coordination, business operations, compliance management, financial administration, and departmental leadership support within a collaborative environment that promotes professional development, meaningful work, and work-life balance.

Responsibilities Documentation Process licensing applications and renewals as required Maintain Risk Management Education Credits (RME) documentation and records Track attendance for Department Quality Assurance and Planning clinic meetings Maintain documentation supporting compliance with institutional, state, and board certification requirements Coordinate department-specific assignments and program-related projects Create meeting agendas and prepare information for dissemination and review Follow up with attendees to ensure completion of assigned action items Prepare meeting, conference, and program support minutes Maintain faculty curriculum vitae (CV), biographical sketch (biosketch), and other support (OS) documents monthly

Calendar Management Maintain faculty and staff time-off requests and clinic coverage records utilizing Kronos and Outlook service calendars Proactively manage faculty Outlook calendars to support clinical operations Administer departmental timekeeping activities through Kronos Schedule meetings, classes, symposiums, conferences, seminars, and workshops Coordinate institution-level events and visitor logistics Develop seminar announcements and support event advertising efforts Arrange visitor and guest travel accommodations Facilitate departmental meetings as requested

Department Operations Perform complex administrative duties supporting department leadership and faculty Compose formal and informal correspondence Create, edit, and format presentations and presentation materials Coordinate onsite and virtual meetings including setup, preparation, facilitation, and follow-up activities Manage departmental purchasing activities Establish priorities and monitor special project status and deliverables Support implementation of information systems, grants, and contract preparation activities Assist department operations across multiple locations Update the department website quarterly Complete assigned educational courses and assist with departmental planning activities

Faculty Support & Business Operations Assist Department Operations Managers with faculty recruitment activities Support faculty credentialing and other faculty actions Coordinate faculty-sponsored visitor and candidate recruitment travel Mentor new support staff during their first six months when assigned Coordinate financial and service arrangements for departmental activities Post and track PRS fiscal expenditures and complete monthly reconciliations Monitor cost center expenses to prevent over-expenditures Ensure compliance with funding source requirements, policies, and procedures when processing reimbursements and travel Assist with policy creation, training initiatives, research efforts, and business management activities

Perform 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.