Senior Administrative Assistant

The Senior Administrative Assistant supports the Patient Transportation Department at The University of Texas MD Anderson Cancer Center by performing complex administrative functions that require independent judgment, strong organizational skills, and consistent attention to detail. The Senior Administrative Assistant plays a critical role in maintaining smooth departmental operations through administrative, human resources, communication, and financial support activities that promote efficiency, accuracy, and service excellence.

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. As part of UT MD Anderson, the Senior Administrative Assistant contributes directly to operational excellence by supporting leadership, staff engagement, and compliance within a fast-paced, mission-driven healthcare environment. The Senior Administrative Assistant role is essential to ensuring continuity, coordination, and high-quality administrative support across the department.

The ideal candidate for the Senior Administrative Assistant role has progressive administrative experience supporting leadership, with strong skills in payroll, timekeeping, reporting, and employee record management. A background that includes experience with enterprise systems, strong communication skills, and the ability to coordinate events and projects is preferred. An associate’s or bachelor’s degree combined with reduced required experience is advantageous.

Minimum $21.88 – Midpoint $27.40 – Maximum $32.93 per hour based on a 40-hour work week.
Work Location: Hybrid Onsite/Remote.
Typical work schedule: Monday - Friday 8am - 5pm.

Why Us?
This role offers the opportunity to support a critical operational department while contributing to the mission of eliminating cancer through excellence in care, research, and education. UT MD Anderson supports professional growth, collaboration, and work-life balance by offering robust benefits and opportunities to build a meaningful career within a nationally recognized healthcare institution.
• 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
Administrative and Human Resources Support
• Provide administrative support to department leadership while maintaining employee personnel files in compliance with regulatory requirements.
• Serve as the designated departmental timekeeper using Kronos and assist with payroll compliance.
• Maintain accurate leave, attendance, and corrective action records.
• Prepare, edit, and distribute correspondence, reports, and presentations with high accuracy.
• Support recruitment activities and events in coordination with the Program Manager.
• Maintain vacant position control reporting, employee exit files, and initiate electronic personnel actions and backfills in PeopleSoft.
• Maintain departmental human resources files, performance metrics, and compliance records, routing documentation to MyHR as required.
• Generate operational and compliance reports to support leadership decision-making.

Communication and Coordination
• Greet visitors and coordinate onsite visitation logistics.
• Screen and route non-patient-related calls through the main administrative phone line.
• Document employee correspondence and track attendance records in SharePoint.
• Serve as a primary contact for internal and external stakeholders, ensuring timely and effective communication.
• Coordinate departmental meetings, trainings, and in-services, including rooms, catering, equipment, and audio-visual needs.
• Create and distribute a monthly departmental newsletter using Canva or compatible software.
• Coordinate travel arrangements using Concur as needed.
• Act as a liaison between leadership, staff, and other departments to support collaboration and issue resolution.

Operational Support, Purchasing, and Financial Oversight
• Oversee inventory and procurement of office supplies, personal protective equipment, and equipment maintenance.
• Coordinate training sessions, onboarding activities, and departmental events, serving as backup to the Education Team Lead as needed.
• Collect, deliver, and export departmental mail and packages.
• Assist with maintaining and improving departmental policies, procedures, and processes.
• Track expenditures, reconcile expense reports, and process invoices to support departmental budgets.
• Identify cost-saving opportunities and streamline purchasing processes.
• Provide coverage for other administrative support positions as needed.

Administrative Guidance and Mentorship
• Provide mentorship and guidance to junior administrative staff to support professional development.
• Serve as a resource for staff and leadership by troubleshooting administrative challenges.
• Model departmental core values and promote a culture of service excellence.