Senior Administrative Assistant - School of Health Professions

UT MD Anderson is seeking a Senior Administrative Assistant to provide advanced administrative support within School of Health Professions. The Senior Administrative Assistant plays a key role in supporting faculty, staff, and program operations through independent judgment, initiative, and strong organizational expertise. The Senior Administrative Assistant is responsible for managing administrative procedures, ensuring efficient workflows, and maintaining high standards of professionalism across all interactions.

UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. As part of UT MD Anderson, the Senior Administrative Assistant contributes to a collaborative environment that supports innovative research, academic excellence, and exceptional operational efficiency.

The ideal candidate brings experience supporting administrative, financial, and academic operations, with preferred strengths in enterprise systems such as Kronos and PeopleSoft, advanced Microsoft Office skills, and demonstrated success managing travel, expense reporting, procurement, and high-volume coordination. They possess exceptional organizational, customer service, and problem-solving abilities, with strong analytical skills and attention to detail that enable them to proactively identify issues, propose solutions, and support continuous process improvements. They have a proven capacity to manage multiple priorities, coordinate meetings and events, maintain accurate records, and support operational efficiency in dynamic environments. A background supporting complex healthcare, education, or research settings is strongly preferred.

This position requires on-site work five days per week during the first six months of employment. Following this period, a hybrid work arrangement of three on-site days and two remote days per week may be available based on business needs.

Why Us?

This role offers meaningful career development through exposure to complex administrative, financial, and student service processes while promoting a balanced and supportive work environment.

• 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.

Responsibilities:

Administrative Operations Support

• Provide comprehensive administrative support requiring independent judgment and advanced knowledge of administrative processes. • Compose, prepare, and edit correspondence, reports, presentations, meeting agendas, and minutes
• Coordinate weekly and monthly program advisory meetings, faculty, and staff meetings including room booking and catering
• Support SHP contingent worker agreement processes and complete requisitions for purchase orders
• Manage mail pickup, express delivery, and courier service coordination
• Maintain professional communication, customer service standards, and correspondence etiquette
• Perform Kronos Timekeeper responsibilities, including weekly timekeeping and FMLA intermittent tracking submissions

Financial & Procurement Support

Support departmental financial operations and procurement processes while ensuring compliance with institutional guidelines. • Initiate purchase requisitions and follow up on purchase orders for faculty and staff

• Process high-volume laboratory supply orders including reagents to support teaching and clinical operations
• Process check requests for student scholarships and complete vendor setup in PeopleSoft
• Coordinate domestic and international travel arrangements and prepare expense reimbursements
• Monitor, track, and verify program expenditures using institutional systems\
• Review, manage, and close open purchase orders monthly
• Perform account reconciliations and ProCard transaction reconciliation
• Coordinate monetary deposit procedures in compliance with guidelines
• Maintain and reconcile departmental asset inventory, including annual equipment scanning

Student Services

Support student-related administrative processes and program coordination activities. • Retrieve applicant documentation using Documentum and provide materials to program directors

• Update applicant status in Campus Solutions through matriculation
• Assist with onboarding processes including sending student acceptance letters
• Provide timely student information to faculty and staff
• Support student services activities and events such as commencement
• Process classroom bookings each semester using the Event Management System
• Retrieve and manage student records for academic activities as requested

Other duties as assigned.

EDUCATION:

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

EXPERIENCE:

• Required: Five years of administrative/secretarial experience; OR three years of administrative/secretarial experience with an Associate's degree; OR one year of administrative/secretarial experience with a Bachelor's degree.
• Preferred: Experience supporting administrative, financial, and academic operations, with preferred strengths in enterprise systems such as Kronos and PeopleSoft, advanced Microsoft Office skills, and demonstrated success managing travel, procurement, and high-volume coordination. A background supporting complex environments such as healthcare, education, or research settings is highly beneficial.

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: 183582
• 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

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