Administrative Assistant, Sr.

About The Company The University of Texas MD Anderson Cancer Center is a world-renowned institution dedicated to cancer treatment, research, education, and prevention. Recognized globally for its pioneering work in oncology, MD Anderson provides comprehensive care to patients, advances scientific understanding of cancer, and trains healthcare professionals. The center emphasizes innovation, collaboration, and excellence in all aspects of its mission, fostering a dynamic environment where healthcare professionals can thrive and contribute to transformative cancer care.

About The Role The Senior Administrative Assistant position is a vital support role within the Gynecologic Oncology Center department. This role involves providing advanced administrative and secretarial support to ensure the smooth operation of the department. The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities efficiently. Responsibilities include coordinating meetings, managing calendars, preparing reports and presentations, and supporting departmental projects. The role also involves liaising with faculty, staff, patients, and external vendors, ensuring compliance with institutional policies, and assisting in budget management and procurement activities. This position offers a hybrid/remote work schedule, primarily from Monday to Friday, 8:00 am to 5:00 pm, providing flexibility to balance work and personal commitments.

Qualifications

• High school diploma or equivalent required.
• Minimum of five years of administrative or secretarial experience.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Self-motivated, highly organized, and capable of working independently or as part of a team.
• Ability to multitask and prioritize effectively.
• Experience with Kronos, purchasing, charge reconciliation, and vendor management is a plus.
• Preferred: Associate’s degree with three years of relevant experience or Bachelor’s degree with one year of relevant experience.
• Must pass pre-employment skills test as required by Human Resources.

Responsibilities

• Perform complex administrative duties to support departmental functions.
• Compose formal and informal correspondence on behalf of department staff and faculty.
• Create, format, and review presentations for meetings and departmental reports.
• Coordinate human resources activities, including onboarding, staffing, and policy interpretation.
• Monitor and balance departmental budget activities, ensuring accuracy and compliance.
• Ensure timely submission of reports, manuscripts, and grant documentation by tracking progress and alerting investigators.
• Handle telephone communications from patients, referring physicians, care centers, and new patient referrals.
• Assist faculty in building and maintaining referral practices by providing professional support to patients and physicians.
• Coordinate trainee, fellowship, observer, and visitor programs within the department.
• Manage departmental purchasing, including procurement processes and vendor relationships.
• Develop priorities and monitor the progress of special projects, including information systems and grant preparations.
• Assist in strategic planning initiatives for the department.
• Coordinate maintenance of physical facilities, inventory management, and space planning activities.
• Lead or support special projects, ensuring adherence to budgets and timelines.

Benefits

• Comprehensive medical, dental, and vision insurance plans.
• Paid time off and holiday leave.
• Retirement plan options with employer contributions.
• Tuition reimbursement and educational opportunities.
• Recognition programs for individual and team achievements.
• Flexible work arrangements, including hybrid/remote work options.

Equal Opportunity

The University of Texas MD Anderson Cancer Center is committed to creating a diverse and inclusive environment. We are an equal opportunity employer and do not discriminate based on race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other legally protected status. We encourage applications from all qualified individuals to join our team and contribute to our mission of eliminating cancer.