Senior Administrative Assistant
The Senior Administrative Assistant provides high-level administrative and operational support within the Thoracic Head and Neck department at MD Anderson Cancer Center. The Senior Administrative Assistant works closely with assigned faculty, supporting complex scheduling, travel coordination, research administration, financial tracking, and extensive internal and external communications to ensure smooth day-to-day operations.
MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Senior Administrative Assistant plays a critical role in advancing this mission by supporting faculty engaged in nationally and internationally recognized clinical, research, and advisory activities. The Senior Administrative Assistant serves as a key partner to faculty leadership, department administration, and operational management.
The ideal candidate for the Senior Administrative Assistant role has prior administrative support experience, demonstrates strong proficiency in Outlook and Concur, and has some familiarity with the myCV portal. Experience supporting faculty in an academic or healthcare environment, coordinating complex schedules and travel, and managing detailed administrative processes is highly valued.
Position Information
Minimum $21.88 - Midpoint $27.40 - Maximum $32.93 (based on a 40-hour work week)
The typical work schedule is a hybrid schedule of 3 days onsite and 2 days remote
Why Us?
This role offers the opportunity to directly support faculty who are shaping the future of cancer research and patient care. The Senior Administrative Assistant contributes to impactful work while benefiting from a flexible hybrid schedule, professional growth opportunities, and a collaborative academic medical environment that values precision, accountability, and service.
Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.
Responsibilities
Faculty Administrative Support
Provide complex administrative support to assigned faculty
Manage extensive faculty calendars, resolve conflicts with clinic schedules, submit leave requests, and implement reminder systems
Coordinate faculty travel including flights, lodging, ground transportation, itineraries, conference registrations, clinic schedule modifications, and backup coverage
Coordinate meetings and conferences including venue selection, catering, audio/visual needs, and guest travel accommodations
Process high-volume travel and expense reimbursements using Concur
Maintain faculty CVs in the myCV portal and provide biosketches and support documents
Prepare agendas, correspondence, and written materials with a high level of accuracy
Maintain organized electronic and paper filing systems
Follow up consistently to ensure timely completion of assignments
Grants and Research Support
Assist faculty with preparation of grants, progress reports, contracts, and related activities
Prepare biographical sketches, key personnel reports, and supporting documentation
Coordinate confidentiality disclosure agreements with legal departments
Support conflict of interest disclosures and approvals with Research Services
Schedule and coordinate grant-related meetings, including room reservations and catering
Distribute meeting agendas and minutes to investigators
Committee and External Coordination
Coordinate activities for faculty involved with national and international committees, boards, agencies, and pharmaceutical partners
Manage schedules, agendas, travel, meetings, teleconferences, and visitations
Coordinate faculty duties as Special Government Employees with the FDA
Assist with development of materials and coordination of external advisory boards
Budget and Financial Management
Track and monitor faculty PRS account balances
Assist with management and accountability of clinical research and grant funds
Support submission of regulatory and financial paperwork for clinical trials and grants
Perform monthly reconciliation of project expenses
Compile and maintain complete documentation across multiple financial systems
Analyze expenses for accuracy and discrepancies and maintain reconciliation records
Departmental and Office Support
Provide administrative support to the Department Administrator and Operations Manager
Compose complex correspondence and route institutional forms for approval
Assist with document development, meetings, special projects, and follow-up activities
Provide telephone coverage, triage calls, and route inquiries appropriately
Provide backup support to other staff and assist visitors, vendors, and employees
Process departmental forms, lab supply orders, and daily mail distribution
Represent the department professionally within and outside the institution
EDUCATION
Required: High School Diploma or Equivalent
Preferred: Associate's Degree or
Bachelor's Degree
WORK EXPERIENCE
Required: Five years required experience with an Associate's degree or two
years required experience with Bachelor's 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: 179816
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 45,500
Midpoint Salary: US Dollar (USD) 57,000
Maximum Salary : US Dollar (USD) 68,500
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
