Administrative Assistant - GI Medical Oncology

Administrative Assistant - GI Medical Oncology

The Administrative Assistant role at The University of Texas MD Anderson Cancer Center provides comprehensive administrative coordination for faculty and staff within the GI Medical Oncology department, a fast-paced clinical and research environment supporting patient care, laboratory operations, and academic activities. The Administrative Assistant plays a critical role in ensuring smooth daily operations by supporting physicians, clinical teams, and laboratory staff through high-level administrative expertise.

As a leading institution focused on cancer care, research, education, and prevention, UT MD Anderson relies on the Administrative Assistant to deliver consistent, detail-oriented support that enables faculty and staff to focus on advancing the mission. The Administrative Assistant position requires adaptability, professionalism, and strong organizational skills to manage competing priorities and evolving departmental needs. Success in the Administrative Assistant role directly contributes to operational excellence across GI Medical Oncology. The ideal candidate for the Administrative Assistant role demonstrates strong organizational, time management, and multitasking skills, with the ability to adapt to changing priorities in a clinical and academic environment. The Administrative Assistant brings experience supporting faculty or professional staff, proficiency with Microsoft Office and institutional systems, excellent communication skills, and a high level of attention to detail, discretion, and professionalism when handling confidential information.

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 days, onsite.

Why Us? At UT MD Anderson, the Administrative Assistant role directly supports the mission to eliminate cancer through excellence in patient care, research, prevention, and education. This position offers the opportunity to work alongside leading faculty and healthcare professionals while developing transferable administrative, organizational, and financial coordination skills in a respected academic medical environment that values collaboration, stability, and work-life balance.

Responsibilities Administrative Support to Faculty

• Provide comprehensive administrative support to designated faculty members and departmental representatives
• Prepare, edit, proofread, and format correspondence, documents, presentations, and reports
• Manage office operations including phones, mail distribution, filing, photocopying, faxing, and onboarding coordination
• Create and maintain confidential records, faculty calendars, and required reports
• Generate and update curriculum vitae, biosketches, publications, and profiles using myCV and SciENcv
• Coordinate meetings, conferences, workshops, and special projects including room reservations, agendas, AV, and catering
• Process faculty leave, extramural requests, and clinic block requests in advance of deadlines
• Arrange faculty travel logistics including itineraries, lodging, transportation, reimbursements, and extramural documentation
• Support laboratory and clinical staff associated with assigned faculty
• Demonstrate professionalism, strong communication, discretion, and customer-focused service

Administrative Support to Department

• Serve as backup for departmental functions including Kronos timekeeping, inventory, asset ordering, transfers, and key control
• Maintain departmental databases, photo and email directories, website updates, and office supply inventories
• Coordinate on-site and off-site departmental events, recognition programs, and educational initiatives
• Collaborate with IT to resolve hardware and software issues and manage asset acquisitions
• Manage departmental records, filing areas, and storage in compliance with record retention policies
• Act as an administrative resource to faculty, staff, supervisors, and the public
• Adhere to institutional, departmental, and divisional administrative policies and procedures

Administrative Support for Faculty Finances

• Process reimbursements, calculate expenses, prepare expense reports, and maintain tracking logs
• Coordinate conference registrations and professional membership fees
• Collaborate with finance teams to provide documentation and ensure timely transaction processing
• Monitor Physician Referral Service and discretionary accounts monthly
• Track expenses, income, and projections to support financial planning
• Ensure compliance with funding guidelines, internal controls, and institutional financial policies
• Support team operations during peak periods or staff absences
• Collect and submit data for departmental reporting

EDUCATION

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

WORK EXPERIENCE

• Required: Four years Administrative/secretarial experience or
• No experience required with preferred 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.