Administrative Assistant

Administrative Assistant

The Veterinary Medicine and Surgery department exists to serve UT MD Anderson research programs. Our primary aim is to provide the best possible veterinary care, facilities and services in support of the institutional animal care and use program, in keeping with all applicable laws, regulations, guidelines and Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC) accreditation standards.

The Administrative Assistant provides complex administrative and secretarial support for the department of Veterinary Medicine and Surgery.

The ideal candidate will have basic proficiency in Microsoft Excel and experience using the Microsoft Office Suite, with prior experience in an animal facility considered a plus. They will demonstrate strong written and verbal communication skills, the ability to adapt in a dynamic environment, and a willingness to learn. The candidate should be able to work independently, take initiative, and maintain accuracy and attention to detail in their work with strong customer service skills.

The salary range for this position is Minimum $19.71 Midpoint $24.52 Maximum $29.33 per hour, based on a 40-hour work week.

The typical work schedule is Monday Friday, 7:00am4:00pm, with 100% onsite work required.

The work location is the Texas Medical Center.

This role offers the opportunity to directly support UT MD Anderson's research mission by ensuring the smooth operation of veterinary and animal care services that are vital to scientific discovery. The position provides exposure to a complex research environment, opportunities to build specialized administrative expertise, and a structured onsite schedule that supports work-life balance while contributing to a mission-driven organization.

Responsibilities

Colony Data Management (40%)

• Complete and print new cage card requests submitted through the electronic colony management system
• Communicate with and assist researchers and DVMS staff on proper cage card request procedures
• Deactivate cage cards and activate new weaning and separation cages according to defined processes
• Maintain activated and deactivated cage cards in accordance with retention schedules
• Create new cage cards and coordinate with staff and researchers to obtain accurate information
• Process overcrowded cage notices and automatic separation cases within defined timelines
• Delete outdated overcrowded cage cases and resolve outstanding automatic separation cases
• Prepare and print cage cards for incoming animals and create spreadsheets based on expected delivery dates
• Receive GEMF and USDA animal orders within the electronic colony management system
• Scan, file, and maintain animal order receiving documentation
• Enter requested data and metrics into the electronic colony management system

Administrative Support and Reception (30%)

• Maintain inventory of office supplies and place orders as needed
• Assist departmental sections with locating or ordering supplies
• Maintain printers, copiers, scanners, and fax machines, ensuring proper functionality and supplies
• Resolve equipment issues through established processes
• Provide administrative support including typing correspondence, entering data, copying documents, and sending facsimiles
• Provide messenger and courier services within the hospital and to external locations
• Schedule and set up meetings, ensuring rooms and equipment are prepared
• Coordinate meetings using institutional systems and approved vendors
• Provide backup support for reception and administrative duties as needed

Faculty, Leadership, and Professional Education Support (20%)

• Provide administrative support to designated faculty, including correspondence, CVs, biosketches, and report generation
• Assist with calendar management, travel arrangements, and grant-related support
• Support supervisors and managers with institutional travel and administrative systems
• Maintain schedules for professional and paraprofessional educational appointees
• Schedule conference rooms and virtual meetings and maintain educational syllabi
• Proctor quizzes or exams as needed
• Assist education coordinators with special projects, test preparation, and data entry
• Provide backup support for additional faculty and leadership needs

Other Duties (10%)

• Perform other duties as assigned

EDUCATION

Required: High School Diploma or Equivalent

Preferred: Bachelor's Degree

WORK EXPERIENCE

Required: Four years of administrative or secretarial experience or no experience required with a preferred degree

Preferred: Must have basic proficiency in Microsoft Excel and experience using the Microsoft Office Suite. Prior experience in an animal facility is a plus.

OTHER REQUIREMENTS

Required: Must pass pre-employment skills test as required and administered by Human Resources