Hybrid Administrative Lead for Operations & Support

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Senior Administrative Assistant role supports the efficient operation of [Department information not provided] through advanced administrative, secretarial, project coordination, calendar management, and financial support functions. The Senior Administrative Assistant works closely with faculty, staff, patients, and leadership to ensure operational effectiveness and high-quality service. At UT MD Anderson, the Senior Administrative Assistant serves as a key resource for departmental operations, managing complex administrative responsibilities, supporting faculty activities, coordinating projects, and facilitating communication across multiple stakeholders. The Senior Administrative Assistant contributes directly to departmental productivity and operational excellence. The ideal candidate for this role demonstrates strong administrative expertise, exceptional written and verbal communication skills, proficiency with office technology and scheduling systems, experience supporting multiple stakeholders in a fast-paced environment, and the ability to manage confidential information, projects, financial processes, and faculty support activities. Education, experience, and license preferences were not provided; therefore, candidates should possess qualifications that support successful performance of the position’s responsibilities. Salary: $45,500 – $57,000 – $68,500 Why Us? UT MD Anderson offers the opportunity to support a mission-driven organization focused on advancing cancer care, research, education, and prevention. This role enables meaningful contributions to departmental operations while providing opportunities for professional growth, collaboration with faculty and leadership, and participation in a dynamic healthcare environment that values operational excellence and employee well-being. • 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

• Perform highly responsible administrative, clerical, confidential secretarial, and project support functions for assigned faculty and staff
• Compose formal and informal correspondence, memoranda, letters, and reports using proper business formatting and grammar
• Complete institutional forms in accordance with established policies and standards
• Create and format slide presentations and poster presentations for faculty, fellows, mid-level providers, and staff
• Maintain and update faculty curriculum vitae using the institutional format referenced on the FAA website
• Type manuscripts and references as directed by assigned faculty members
• Proofread all documents prior to returning them to authors to ensure accuracy and quality
• Process license renewals and medical society applications for assigned staff
• Handle patient, physician, care center, and referral telephone inquiries and direct requests appropriately
• Extract patient demographics and other pertinent information from electronic health record systems

Calendar Management & Travel Coordination

• Maintain daily electronic calendars for clinical assignments, appointments, meetings, lectures, and seminars using Outlook
• Provide assigned faculty with daily appointment schedules and patient appointment printouts
• Coordinate travel arrangements including airline reservations and hotel accommodations through the CONCUR travel system
• Process faculty extramural leave requests and PTO program leave requests
• Track expenditures and ensure processing aligns with institutional guidelines
• Support reimbursement activities and ensure timely submission of required documentation

Project Coordination

• Develop project priorities and monitor the status of special departmental projects
• Use independent judgment, fact gathering, and analysis to identify appropriate solutions based on departmental practices
• Verify compliance with institutional requirements and established procedures
• Collaborate closely with departmental staff to improve productivity and operational processes
• Communicate effectively with stakeholders to support departmental objectives
• Provide backup assistance with daily coordination and preparation of Cardiac Clinic schedules
• Support scheduling requirements for Purple, Green, and Blue high-volume Cardiology Services
• Distribute clinic schedules to appropriate clinical staff

Fiscal Activity & Financial Reporting

• Communicate procurement requests from faculty and assigned staff to the Senior Procurement Coordinator
• Support purchasing activities in accordance with institutional procurement guidelines
• Monitor and balance center budget activity through account review, tracking, analysis, and reporting
• Prepare cost projections, status reports, and identify potential budget concerns
• Maintain weekly tracking of faculty expenditures using PRS Development Funds
• Prepare monthly expenditure reports for the Department Administrator
• Process check requests, travel requests, print shop requests, and requisitions within two days of receipt
• Initiate expense reimbursement requests through the CONCUR system when required
• Assist faculty with funding applications, budget projections, and justification documentation related to grant preparation
• Perform mathematical calculations involving rates, proportions, addition, subtraction, multiplication, and division

Physical & Operational Support

• Operate standard office equipment and office machines
• Retrieve reports, printouts, and documents from various locations throughout the hospital complex
• Transport documents weighing up to ten pounds or more as required
• File and retrieve records from upright filing cabinets approximately five feet in height
• Bend, stoop, stand, lift, and use a step stool as necessary to access stored records
• Perform additional duties and special assignments as required

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. Additional Information Requisition ID: 183265 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 #J-18808-Ljbffr UT MD Anderson Cancer Center