Senior Administrative Assistant
UT MD Anderson · Houston, TX
- On site
- Full-time
- $68,500 / year
- Houston, TX
✓ Hiring manager found for this role
Email the hiring manager to get a response.
Get their verified email + an intro that's ready to send.
Senior Administrative Assistant
UT MD Anderson · Houston, TX
Dana Walsh
Hiring Manager · h•••••@jsv3.recruitics.com
✍️ Your intro emailReady to send
Subject: Interested in the Senior Administrative Assistant role at UT MD Anderson
Hi Dana — I came across the Senior Administrative Assistant opening and wanted to reach out directly. I've spent the last few years doing exactly this kind of work, and UT MD Anderson stood out because…
🔒 Unlock to read & send
✎ Personalized to your résumé after sign-up.
$1 once
Just this hiring manager
Best value
$9/mo
Unlimited — any job, anywhere
- ✓ Verified email of the hiring manager
- ✓ Intro email personalized to your résumé
- ✓ $9/mo = unlimited — any job link
Secure checkout · cancel anytime
View the original posting ↗
Not recommended alone — most applicants never hear back.
Job highlights
- Support leading cancer research and patient care.
- Perform complex administrative duties.
- Manage faculty calendars, travel, and finances.
- Prepare grants and manuscripts.
- Hybrid work schedule offered.
About the role
Senior Administrative Assistant - Breast Medical Oncology
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. We are seeking a highly organized and experienced Senior Administrative Assistant to support our department's critical operations.
About the Role
The Senior Administrative Assistant plays a vital role in ensuring the efficiency and productivity of the department by performing complex administrative and secretarial duties. You will provide comprehensive support to department administration, faculty, staff, and trainees, contributing directly to our mission of eliminating breast cancer.
Responsibilities
- Administrative Support for Faculty: Provide full administrative support to assigned faculty, including managing project scopes, timelines, data collection, reporting, and accuracy tracking. Develop and maintain information tracking and retrieval systems. Coordinate office functions, schedules, itineraries, meetings, and visitor logistics. Compose, proofread, and edit medical and scientific correspondence, reports, and presentations. Prepare graphics, charts, and presentation materials. Manage calendars, schedule meetings, and support virtual and in-person meetings, including agendas, minutes, and action items.
- Travel, Meetings, and Faculty Support: Handle travel requests, memberships, registrations, and reimbursement submissions. 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 send 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 documentation. Prepare, revise, and submit manuscripts using Microsoft Office Suite and EndNote.
- 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 purchasing, mail handling, copying, faxing, and front desk or telephone coverage. Respond to patients, customers, employees, vendors, and other stakeholders.
- Financial Management: Maintain knowledge of institutional expenditure and reimbursement guidelines. Prepare and submit timely and accurate reimbursements 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 avoid exceeding allotments.
Qualifications
- Education: High School Diploma or Equivalent (Required). Associate's Degree or Bachelor's Degree (Preferred).
- Experience: Five years of administrative/secretarial experience (Required). Three years of experience with an Associate's degree (Required). One year of experience with a Bachelor's degree (Required). Prior experience as an Administrative Assistant is required. Experience supporting clinical faculty and using Concur is a plus.
- Skills: Must pass pre-employment skills test.
Why Join Us?
- Impactful Work: Directly support groundbreaking cancer research and patient care at a world-leading cancer center.
- Professional Growth: Gain exposure to academic medicine, research administration, and financial processes.
- Work-Life Balance: Enjoy a hybrid work schedule offering flexibility.
- Comprehensive Benefits: Employer-paid medical coverage, dental, vision, life insurance, PTO, paid holidays, tuition assistance, wellness programs, and a defined-benefit pension plan.
Key skills/competency
- Administrative Support
- Faculty Support
- Grant Management
- Manuscript Preparation
- Financial Management
- Calendar Management
- Travel Coordination
- Microsoft Office Suite
- Concur Experience
- Organizational Skills
Skills & topics
- Senior Administrative Assistant
- Administrative Support
- Faculty Support
- Grant Management
- Manuscript Preparation
- Financial Management
- Calendar Management
- Travel Coordination
- Medical Oncology
- Cancer Research
How to get hired
- Tailor your resume: Highlight your extensive administrative and secretarial experience, emphasizing skills relevant to supporting clinical faculty and managing complex tasks.
- Showcase relevant experience: Clearly demonstrate your proficiency with financial management, grant preparation, manuscript submission, and travel coordination.
- Emphasize organizational skills: Detail your ability to manage multiple priorities, maintain accurate records, and coordinate complex schedules and logistics.
- Prepare for skills assessment: Be ready to demonstrate your administrative proficiency through pre-employment skills tests administered by Human Resources.
- Research UT MD Anderson: Understand the institution's mission in cancer research, patient care, and education to align your application with their values.
Technical preparation
Master Microsoft Office Suite: Word, Excel, PowerPoint.,Practice virtual meeting platforms: Zoom, Teams.,Familiarize with Concur for expense reporting.,Review financial tracking and data entry.
Behavioral questions
Describe handling multiple faculty requests.,How do you prioritize urgent tasks?,Give an example of conflict resolution.,How do you maintain confidentiality?
Prefer to apply the usual way?
Not recommended alone — most applicants never hear back. Email the hiring manager first.
Frequently asked questions
- What are the primary responsibilities of a Senior Administrative Assistant at UT MD Anderson's Breast Medical Oncology department?
- The Senior Administrative Assistant provides comprehensive administrative and secretarial support to faculty, staff, and trainees within the Breast Medical Oncology department. Key responsibilities include managing faculty calendars, coordinating travel and reimbursements, preparing grants and manuscripts, assisting with financial management, and supporting departmental operations. This role is crucial for maintaining the department's efficiency and supporting its research and patient care missions.
- What qualifications are required for the Senior Administrative Assistant position?
- A High School Diploma or Equivalent is required, along with five years of administrative/secretarial experience. Preferred qualifications include an Associate's or Bachelor's degree, which would reduce the required experience to three or one year, respectively. Prior experience supporting clinical faculty and familiarity with Concur are also preferred. Candidates must pass a pre-employment skills test.
- What is the work arrangement and location for this Senior Administrative Assistant role?
- This position offers a hybrid work arrangement, requiring employees to be onsite at least one day per week, with additional days based on business needs. The work location is the Texas Medical Center, a central hub for healthcare and research.
- What benefits does UT MD Anderson Cancer Center offer Senior Administrative Assistants?
- UT MD Anderson provides a comprehensive benefits package, including employer-paid medical coverage from day one (for employees working 30+ hours/week), with options for dental, vision, and other insurance. Benefits also include PTO, paid holidays, tuition assistance, wellness programs, and a defined-benefit pension plan through the Teachers Retirement System.
- How does the Senior Administrative Assistant role contribute to UT MD Anderson's mission?
- By providing essential administrative support, the Senior Administrative Assistant directly facilitates the department's efforts in groundbreaking cancer research and patient-centered clinical care. Their efficiency in managing operations, supporting faculty, and coordinating administrative tasks allows the medical and research teams to focus on their core objectives of advancing cancer treatment and education.
- What is the salary range for the Senior Administrative Assistant position?