Sr Administrative Assistant Integrative Medicine Program

UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. Within the Department of Palliative, Rehabilitation, and Integrative Medicine, the Administrative Assistant provides complex administrative and operational support for faculty, clinical providers, and departmental leadership while supporting patient-related communications and research activities. The Administrative Assistant plays a critical role in coordinating daily operations, managing sensitive information, and supporting academic, clinical, and research initiatives.

The Administrative Assistant works across multiple priorities, and ensures administrative processes are completed accurately, professionally, and in accordance with UT MD Anderson policies and procedures. The ideal candidate has experience providing advanced administrative support in a healthcare, academic, or research environment and demonstrates strong organizational, communication, and multitasking skills. A successful candidate possesses advanced secretarial procedures, and the ability to manage complex schedules, faculty support functions, financial processes, and confidential communications.

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Why Us?

At UT MD Anderson, this role directly supports patient care, faculty success, clinical operations, and research advancement within the Department of Palliative, Rehabilitation, and Integrative Medicine. The position offers opportunities to develop expertise in academic medicine, research administration, faculty affairs, and operational support while contributing to a mission-driven environment focused on improving the lives of patients through excellence in care, education, and discovery.

• 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 Support & Operations

• Provide high-level administrative support for departmental administration and/or multiple departmental faculty
• Prioritize assignments independently and identify resources necessary to complete tasks efficiently
• Support other department staff as needed and provide coverage during absences and vacations
• Oversee administrative support staff special projects as assigned by the operations manager
• Support staff training while adhering to deadlines and institutional policies and procedures
• Distribute incoming and outgoing mail and lab coats
• Maintain records and manage retention of vital files
• Prepare documents for meetings, special events, and special projects
• Coordinate with administrative staff across departments regarding institutional initiatives and research activities

Patient & Clinical Coordination

• Answer and direct incoming telephone calls from patients, referring physicians, care centers, and new patient referrals
• Respect and manage sensitive communications involving physicians and patients
• Manage daily Outlook calendars, including meeting invitations, room reservations, clinic schedules, and on-call schedules
• Coordinate and submit Web Schedule time-off requests in accordance with department guidelines

Faculty Affairs & Academic Support

• Manage faculty and clinical provider administrative processes including appointment packets, promotions, annual appraisals, midterm reviews, and credentialing
• Maintain medical licenses, certifications, memberships, and renewal documentation
• Edit and submit letters of reference and other requested faculty documents
• Maintain continuing medical education (CME) credits
• Create and maintain curriculum vitae updates on a monthly basis
• Create and maintain updated biographical sketches

Meetings, Research & Scholarly Activities

• Coordinate staff, faculty, operational, and institutional meetings, including scheduling rooms, confirming attendees, and sending reminders
• Coordinate principal investigator weekly meetings with research teams
• Organize and participate in blueprint meetings for protocols
• Conduct article searches through PubMed, ILLiad requests, and Google Scholar
• Design PowerPoint presentations and scientific posters for educational presentations and conferences
• Create, edit, and coordinate book and manuscript publications
• Incorporate research team comments into manuscripts, abstracts, and protocols
• Ensure timely submission of abstracts and manuscripts to journals and professional organizations

Travel, Events & Financial Administration

• Coordinate flights, transportation, hotel accommodations, and conference registrations for faculty travel and training
• Coordinate events, including room reservations, speakers, invited guests, equipment needs, and catering requests
• Create, manage, and coordinate Concur authorization requests for travel
• Manage expense reimbursement processes
• Coordinate financial transaction approvals with the finance team
• Perform other duties as assigned

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

EXPERIENCE:
Required: Five years administrative/secretarial experience. Three years experience with Associate's degree. One year experience with Bachelor's degree.
Preferred: Experience providing advanced administrative support with faculty in a healthcare, academic, or research environment and demonstrates strong organizational, communication, and multitasking skills. A successful candidate possesses advanced secretarial procedures, and the ability to manage complex schedules, faculty support functions, financial processes, and confidential communications.

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: 183502
• 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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