Join the nationally recognized team at the MD Anderson Cancer Center as an Administrative Assistant within our Legal Services department. This opportunity is ideal for a highly organized and proactive administrative professional who thrives in a fast-paced, professional environment and enjoys supporting executive-level leaders through exceptional coordination, communication, and operational support. In this role, you will serve as a key member of the Business Operations Team while helping support the day-to-day operations of a dynamic legal department at one of the world's leading cancer centers.
The Administrative Assistant provides high-level administrative and operational support to the Legal Services Leadership Team, with a primary focus on complex calendar management, departmental coordination, and administrative operations. Responsibilities include managing executive calendars, coordinating meetings and travel arrangements, preparing agendas and meeting materials, processing expense reports, supporting departmental events and special functions, and serving as a liaison between leadership and internal and external stakeholders. This role requires strong judgment, professionalism, confidentiality, and the ability to prioritize multiple competing demands in a fast-paced legal environment.
Additional responsibilities include supporting business operations activities such as managing department communications and shared inboxes, coordinating onboarding activities, maintaining records and departmental logs, processing purchasing and financial transactions, supporting Kronos timekeeping activities, coordinating shipping and courier services, and assisting with facilities and IT service requests. The Administrative Assistant will also help support process improvement efforts, maintain operational efficiency, and provide backup support to other Business Operations team members as needed.
The ideal candidate will have experience supporting executive leadership within a legal, healthcare, corporate, or professional services environment and possess exceptional organizational, communication, and problem-solving skills. Candidates should be highly detail-oriented, capable of handling confidential information with discretion, and comfortable managing multiple priorities simultaneously. Strong proficiency in Office365, Outlook, PowerPoint, Concur, and other administrative systems is preferred, along with experience utilizing technology and AI tools to improve workflow efficiency and productivity.
MD Anderson offers a collaborative and mission-driven environment focused on Making Cancer History®, along with competitive compensation, comprehensive benefits, professional development opportunities, and the opportunity to support a high-performing legal operations team at one of the nation's premier healthcare institutions..
This position is hyrbid with the possiblity of working 1 day a week onsite with more as needed
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Administrative Support *
Administrative Support*
Serve as the principal calendar support for the Legal Services Leadership Team by providing comprehensive calendar management including exercising independent judgment to schedule meetings, resolve meeting conflicts, prioritize requests, and coordinate with internal and external stakeholders.
Coordinate professional correspondence related to meeting requests and proactively identify scheduling challenges, recommending solutions to optimize leaders' time.
Prepare and support meeting logistics, including virtual meeting setup, conference room reservations, agendas, and materials. Arrange meeting rooms, catering, and audiovisual resources; troubleshoot electronic equipment as needed.
Take meeting minutes when requested and distribute materials as appropriate.
Coordinate travel logistics, including conference registration, airfare, lodging, ground transportation, and special travel requests for leadership and other team members.
Prioritize, prepare, and process travel and business expense reports in Concur, ensuring proper documentation, timely follow up, and reimbursement compliance.
Handle sensitive and confidential information with discretion and sound judgment.
Maintain strong interpersonal and communication skills to establish trust with Legal Services team members and external department stakeholders.
Support enhancements to improve the quality of services provided by Legal Services. Identify opportunities to improve administrative processes and workflows.
Business Operations
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Business Operations *Answer the department's main telephone line promptly and courteously; provide accurate information; screen, route, and document calls and messages and voicemails appropriately.
Monitor and distribute messages from shared Outlook inboxes.
Support departmental events, team meetings, depositions, and special functions, including planning, setup, catering, and post event follow up. Manage conference room calendars.
Assist with onboarding of new Legal Services team members and interns.
Maintain department extension lists, calendars, logs, and other administrative records.
Process incoming and outgoing mail and courier deliveries as needed.
Physically attend and participate in department and administrative meetings; identify issues and propose process or procedural improvements.
Assist with special projects, and presentations, including organizing, photocopying, and incorporating graphic materials.
Serve as backup for other Business Operations team members as needed.
Submit and track facilities and service requests, including building maintenance, furniture and repair requests (FARs), printer and copier service calls, and IT related service tickets, as needed Coordinate key requests, name plates, bio portrait requests, and printer cartridge recycling.
Financial Support
Purchase goods and services via PeopleSoft and/or ProCard. Process requisitions, payment requests, Non-Salary Cost Transfers (NSCTs), and IDTs. Process and track membership dues, registrations, reimbursements, payment requests, and vendor payments.
Manage departmental purchasing for office supplies, printers, copiers, and related services; maintain departmental logs, including travel and expense logs, parking validations, and vendor contact lists.
Serve as Kronos Timekeeper, including Kronos Correction Requests (KCRs), reporting, reconciliation, and departmental timekeeping support.
Assist with inquiries and assist with financial and administrative system processes.
Coordinate mail outs, freight and shipping (eShipGlobal, FedEx), and courier services, including hot shot deliveries, as needed Receive courier and freight items and prepare items for pickup.
Other Duties as Assigned
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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: 180832
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
