Sr Administrative Assistant - Abdominal Imaging Department

Senior Administrative Assistant

The University of Texas MD Anderson Cancer Center is seeking a Senior Administrative Assistant to provide complex, high-level administrative support within the Abdominal Imaging Department. The Senior Administrative Assistant plays a critical role in coordinating operational, clerical, and faculty support activities that contribute to departmental efficiency and effectiveness. The Senior Administrative Assistant is responsible for managing confidential materials, coordinating administrative processes, and ensuring seamless communication across faculty, staff, and external stakeholders. UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. The Abdominal Imaging Department supports clinical, research, and academic activities, requiring a highly organized and resourceful Senior Administrative Assistant who can operate independently while collaborating across multidisciplinary teams. This environment demands professionalism, adaptability, and the ability to manage multiple priorities simultaneously. The ideal candidate brings strong administrative expertise, including advanced organizational and communication skills, the ability to manage complex schedules, and experience supporting faculty or leadership in a professional environment. A background in coordinating grants, managing documents such as CVs or biosketches, and handling financial tracking or reimbursement processes is highly valued. Candidates should demonstrate accountability, attention to detail, and the ability to handle confidential information with discretion. Education, experience, and certification preferences align with a senior-level administrative support role in a healthcare or academic setting. Shift: 7am-4pm or 9am-6pm. Position is Remote.

Why Us? Join a mission-driven organization where your work directly supports groundbreaking cancer care, research, and education. As a Senior Administrative Assistant at UT MD Anderson, you will contribute to operational excellence while gaining exposure to academic and clinical leadership. This role offers opportunities to expand your administrative expertise, collaborate with multidisciplinary teams, and develop professionally in a supportive environment that values efficiency, accountability, and continuous learning.

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

• Clerical Support
• Perform complex administrative and secretarial duties requiring independent judgment and decision-making
• Assist with grant proposals, contractual agreements, funding applications, budget projects, and justifications
• Manage calendars, coordinate travel arrangements, and process expense reports and leave documentation
• Maintain electronic calendars, provide scheduling updates, and ensure timely reminders for appointments
• Compose and edit memos, letters, reports, abstracts, manuscripts, and complex documents
• Transcribe meeting minutes and maintain organized confidential files and correspondence
• Provide professional telephone coverage, screen calls, and communicate accurate messages
• Receive, sort, and distribute mail and packages including courier and priority services
• Coordinate with IT support to resolve hardware and software issues
• Type and self-correct correspondence achieving 95%+ accuracy on second draft
• Faculty, Administrator & Staff Support
• Participate in grant submission processes and administrative coordination
• Process purchase requisitions using DI Ordering Template and maintain documentation for reconciliation
• Coordinate meetings, lectures, and clinical schedules
• Manage faculty CVs, NIH biosketches, and monthly updates within FIS or equivalent systems
• Input publication data including author position, impact factor, and output editor within FIS
• Track licensure and membership renewal deadlines
• Maintain PRS Development spreadsheets and review expenditures
• Compose professional correspondence and documentation
• Coordinate lab coat distribution for faculty members
• Ensure compliance with institutional formatting and documentation standards
• Ordering & Reimbursement
• Reconcile assigned departmental accounts and track expenditures
• Create and submit electronic check requests and Concur reimbursements
• Prepare and submit purchase requisitions using DI Ordering Template
• Maintain accounting spreadsheets and track expense allocations
• Organize inventory and ensure adequate office supply levels
• Evaluate and recommend purchases for departmental operations
• Proactively identify and resolve financial or process discrepancies
• Departmental Support
• Support faculty and staff through project coordination and operational activities
• Gather information and apply independent judgment to resolve administrative challenges
• Perform mathematical computations and manage spreadsheets
• Coordinate participation in space surveys and departmental initiatives
• Support office relocations for faculty and staff under supervision
• Meet deadlines while adhering to institutional guidelines and standards
• Serve as a timekeeper within Kronos and ensure accuracy of records
• Contribute to departmental process improvement initiatives
• Complete CME applications and recertification documentation
• Enhance overall departmental productivity and efficiency

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.