The Pathology & Laboratory Medicine division at MD Anderson Cancer Center is a critical driver of diagnostic excellence, supporting clinical decision-making and patient care across the institution. The Administrative Support team plays an essential role in ensuring the division operates efficiently by providing high-level coordination, organization, and operational support to laboratory leadership and staff.
As an Administrative Assistant, you will serve as a key partner to laboratory personnel, delivering high-level administrative and operational support in a fast-paced, detail-driven healthcare environment. This role is ideal for someone who is highly organized, proactive, and capable of managing multiple priorities while maintaining accuracy and professionalism.
In this position, you will coordinate daily administrative functions including calendar management, meeting coordination, travel arrangements, and reimbursement processing, while also supporting communication efforts through preparation of agendas, reports, presentations, and meeting materials. You will be responsible for maintaining competency files and laboratory records in compliance with CAP and CLIA standards, ensuring readiness for accreditation reviews and audits.
You will also play a central role in Kronos timekeeping and attendance tracking, serving as a resource to staff on policies and ensuring accurate documentation of time and attendance. Your ability to handle confidential information with discretion, including HIPAA-sensitive data, is critical in this role.
Financial and operational support is a key component of this position. You will assist with purchasing, expense reporting, reconciliation, and financial tracking, ensuring accuracy and compliance with institutional policies. This includes monitoring departmental accounts, processing purchase orders and reimbursements, and maintaining supporting documentation for audits and reporting.
Strong communication and customer service skills are essential, as you will interact with internal and external stakeholders, manage incoming calls, and provide timely and accurate information. You will also support interview coordination, scheduling, and general office operations to ensure continuity and efficiency across the department.
Success in this role requires the ability to work independently, stay highly organized, and adapt quickly in a dynamic environment while maintaining attention to detail and a high level of professionalism.
MD Anderson offers a comprehensive total rewards package, including paid medical benefits, generous paid time off, retirement plans, and additional benefits, along with opportunities to grow within a world-renowned healthcare organization dedicated to excellence in patient care, research, and education.
The hybrid schedule is 3 days remote and 2 days remote. The ideal candidate will have previous admin support or a bachelors degree
JOB SPECIFIC COMPETENCIES
General Administrative Support
Provide high level administrative support for assigned laboratory personnel.
Prioritizes jobs and independently seeks out resources necessary to complete assigned tasks.
Duties will involve setting up meetings, maintaining competency files for clinical staff, handling calendars, arranging travel, mail distribution, Kronos, arranging teleconferences and conference calls, and processing reimbursements.
Adhere to HIPPA regulations when handling confidential patient information.
Maintains lab records in accordance with CAP and CLIA guidelines for laboratory accreditation reviews.
Maintain confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system. Skills to handle highly confidential information for section responsibilities with little or no supervision.
Create, coordinate, transcribe/process standing meetings, meeting minutes, manuscripts, articles, article reviews, member notifications, scheduling, catering requests, preparation of agendas, and other documents as requested.
Respond helpfully to callers' inquiries; promptly communicate accurate and complete messages. Log calls. Provide administrative support coverage and/or back-up assistance as assigned to ensure activities, phone coverage and assignments are maintained.
Duties may include but are not limited to arranging interviews, travel accommodations, scheduling, etc.
Serves are primary Kronos timekeeper for the section, including coaching and counseling staff on Attendance and departmental policies, monitors and records individual time-of, tardies, and attendance using the tracker.
Able to perform multiple tasks while working in a fast-paced environment.
Prepare complex documents, spreadsheets, etc. for presentations, including formatting tables, charts, graphs, and images. Composes and @type memos, letters, and reports.
Provide telephone coverage, answering calls in a clear, pleasant and understandable manner. Screen calls and directs as appropriate in a polite and courteous manner.
Financial/Purchasing
Monitor Track, reconcile and attest financial funding sources for ProCard and other department accounts as needed.
Verifies and processes Concur reimbursements submitted by Operations staff.
Process accurate and timely expense report to ensure that all expenses are reimbursed promptly.
Create, process and track purchase orders, expense reports, etc.
Monitors and balances chart field string activity and section (s) expenditures on multiple chart field strings, including reconciliation of stat samples.
Reconciliation
Responsible for monitoring and reconciling assigned section(s) operational fund(s) through sampling.
Tracking and providing back-ups for all expenses required per policy.
Monitoring and tracking of all other reconciliation duties as assigned.
Other duties as assigned
EDUCATION
Required: High School Diploma or Equivalent
Preferred: Bachelor's Degree
WORK EXPERIENCE
Required: 4 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 https://www.utsystem.edu/offices/employee-benefits/ut-retirement-program/voluntary-retirement-programs, 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.http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
Additional Information
Requisition ID: 179753
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 41,000
Midpoint Salary: US Dollar (USD) 51,000
Maximum Salary : US Dollar (USD) 61,000
FLSA: non-exempt and eligible for overtime pay
Fund Type: Hard
Work Location: Hybrid Onsite/Remote
Pivotal Position: No
Referral Bonus Available?: No
Relocation Assistance Available?: No
LI-Hybrid
