Senior Administrative Assistant

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.