
Senior Administrative Assistant
UT MD Anderson · Houston, TX
- On site
- Full-time
- $68,500 / year
- Houston, TX
Job highlights
- Support leading cancer research and patient care.
- Manage administrative tasks for faculty.
- Handle travel, grants, and financial processes.
- Hybrid work schedule for work-life balance.
- Comprehensive benefits and pension plan.
About the role
About UT MD Anderson Cancer Center
The Breast Medical Oncology department at UT MD Anderson Cancer Center is dedicated to advancing the fight against breast cancer through research, patient-centered care, prevention, and education. Our ultimate goal is to eradicate breast cancer.Job Summary
The Senior Administrative Assistant position performs complex administrative and secretarial duties requiring independent judgment within established guidelines. This role provides crucial support to department administration, faculty, staff, and trainees, significantly impacting department efficiency and productivity.Key Responsibilities
Administrative Support for Faculty
- Provide comprehensive administrative support to assigned faculty, overseeing project scopes, timelines, data collection, reporting, and accuracy.
- Develop and maintain information tracking and retrieval systems.
- Coordinate office functions, schedules, itineraries, meetings, and visitor logistics for faculty.
- Compose, proofread, and edit medical and scientific correspondence, reports, and presentations, adhering to formats like APA.
- Prepare graphics, charts, tables, reports, and presentation materials.
- Manage calendars, schedule meetings (virtual and in-person), and document minutes and action items.
Travel, Meetings, and Faculty Support
- Manage travel requests, memberships, registrations, and reimbursement submissions promptly.
- Track expense reports, PRS requests, reimbursements, and extramural leave for faculty.
- Maintain faculty curriculum vitae in myCV and gather materials for scientific reports, presentations, and publications.
- Secure room reservations, arrange catering, confirm speakers, and distribute meeting invitations.
Grants, Manuscripts, and Research Support
- Prepare, coordinate, assemble, and submit grant packets, renewals, sponsored agreements, protocols, and related research documentation.
- Collaborate with the departmental Grant team to ensure accuracy, completeness, and timeliness of grant materials.
- Maintain current biosketches, standard grant documents, and departmental grant files.
- Track grant progress, renewal deadlines, compliance requirements, and necessary documentation.
- Prepare, revise, and submit manuscripts using Microsoft Office Suite and EndNote, coordinating with Scientific Publications.
Departmental Support and Special Projects
- Assist the Operations Manager and Department Administrator with special projects.
- Mentor and train new Administrative Assistants.
- Provide backup coverage for other faculty as needed.
- Perform general office duties including purchasing, mail handling, copying, faxing, and front desk or telephone coverage.
- Respond to and assist patients, customers, employees, vendors, and other stakeholders.
Financial Management
- Maintain knowledge of institutional expenditure and reimbursement guidelines.
- Prepare and submit accurate reimbursement requests with complete supporting documentation.
- Perform calculations, data entry, and compilation of financial information.
- Assist faculty with account reconciliation and monitor reimbursement receipts.
- Track and post PRS expenses and collaborate with the finance team to ensure adherence to allotments.
Qualifications
Education
- Required: High School Diploma or Equivalent
- Preferred: Associate's Degree or Bachelor's Degree
Work Experience
- Required: Five years of Administrative/secretarial experience, OR Three years with an Associate's degree, OR One year with a Bachelor's degree.
- Preferred: Prior experience as an Administrative Assistant is required; experience supporting clinical faculty and using Concur is a plus.
Other Requirements
- Must pass a pre-employment skills test administered by Human Resources.
Why Us?
This role provides an opportunity to directly support groundbreaking cancer research and patient care at a leading cancer center. It fosters professional growth through exposure to academic medicine, research administration, and financial processes. A hybrid work schedule supports work-life balance.Benefits
- Employer-paid medical coverage from day one for employees working 30+ hours/week.
- Optional group dental, vision, life, AD&D, and disability insurance.
- Accrued PTO and Extended Illness Bank, plus paid holidays and various leave options.
- Tuition Assistance Program after six months of service.
- Access to extensive wellness, fitness, and employee resource groups.
- Defined-benefit pension through the Teachers Retirement System and voluntary retirement plans.
- Employer-paid life and reduced salary protection programs.
Key skills/competency
Administrative Support, Faculty Support, Calendar Management, Meeting Coordination, Travel Arrangements, Grant Preparation, Manuscript Submission, Financial Management, Concur, HIPAA Compliance.Skills & topics
- Senior Administrative Assistant
- Administrative Support
- Faculty Support
- Calendar Management
- Meeting Coordination
- Travel Arrangements
- Grant Preparation
- Manuscript Submission
- Financial Management
- Concur
- Microsoft Office
- EndNote
- myCV
- Research Support
- Patient Care
- Cancer Center
- Academic Medicine
- Hybrid Work
- Texas Medical Center
- Houston
How to get hired
- Tailor your resume: Highlight administrative experience, faculty support, Concur, and financial management relevant to UT MD Anderson Cancer Center's needs.
- Showcase your skills: Emphasize organizational, communication, and problem-solving abilities crucial for a Senior Administrative Assistant role.
- Demonstrate institutional fit: Research UT MD Anderson's mission and values; articulate how your work ethic aligns with their commitment to cancer care.
- Prepare for assessments: Be ready to pass pre-employment skills tests in administrative and secretarial duties.
- Express your interest: Clearly state your desire to contribute to groundbreaking cancer research and patient care.
Technical preparation
Master Microsoft Office Suite (Word, Excel, PowerPoint).,Practice using Concur for expense reporting.,Familiarize yourself with EndNote for manuscripts.,Review grant submission and formatting guidelines.
Behavioral questions
Describe handling conflicting priorities.,How do you ensure accuracy in financial tasks?,Give an example of supporting faculty needs.,How do you manage confidential information?
Frequently asked questions
- What are the core responsibilities of the Senior Administrative Assistant at UT MD Anderson Cancer Center?
- The Senior Administrative Assistant at UT MD Anderson Cancer Center provides comprehensive administrative and secretarial support to faculty and department operations. This includes managing calendars, coordinating meetings, preparing travel and expense reports, assisting with grant and manuscript submissions, and supporting financial processes. The role is critical in ensuring the efficiency and productivity of the Breast Medical Oncology department.
- What is the typical work schedule and location for this Senior Administrative Assistant role?
- This position follows a hybrid work arrangement, requiring at least one day per week onsite at the Texas Medical Center location, with additional days onsite based on business needs. The typical work schedule is during regular business hours (days).
- What are the required qualifications for the Senior Administrative Assistant position?
- A High School Diploma or equivalent is required, along with five years of administrative/secretarial experience. An Associate's or Bachelor's degree can reduce the experience requirement. Prior experience as an Administrative Assistant is mandatory, and experience supporting clinical faculty and using Concur is preferred. Candidates must also pass a pre-employment skills test.
- What benefits does UT MD Anderson Cancer Center offer for this Senior Administrative Assistant role?
- UT MD Anderson Cancer Center offers a robust benefits package including employer-paid medical coverage from day one (for 30+ hrs/week), optional dental, vision, and life insurance, accrued PTO, paid holidays, tuition assistance after six months, and a defined-benefit pension plan. Additional wellness and employee resource groups are also available.
- How does UT MD Anderson Cancer Center support professional growth for a Senior Administrative Assistant?
- The Senior Administrative Assistant role at UT MD Anderson Cancer Center offers professional growth through exposure to academic medicine, research administration, and financial processes. The hybrid work model also supports work-life balance, contributing to overall employee well-being and career sustainability within the organization.
- What is the salary range for the Senior Administrative Assistant position at UT MD Anderson Cancer Center?
- The salary range for the Senior Administrative Assistant position at UT MD Anderson Cancer Center is between $21.88 and $32.93 per hour. The midpoint salary is $27.40 per hour. This is based on a 40-hour work week.
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