Senior Administrative Assistant

Health Services Research conducts the highest quality health services research with the ultimate aims of optimizing health care delivery and improving outcomes for the prevention and treatment of cancer.

The primary purpose of the Senior Administrative Assistant position is to support one or more faculty members and/or supervisors by organizing and coordinating assigned activities and perform varying and extensive complex secretarial duties.  The position requires judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills in and outside the department.

The ideal Senior Administrative Assistant candidate will have prior experience with purchasing requisitions, expense reconciliation, and proficiency with Microsoft Office applications including Outlook and PowerPoint. 

Minimum $21.88/hour – Midpoint $27.40/hour – Maximum $32.93/hour
Work Location: Texas Medical Center
The typical work schedule is Hybrid; Onsite at least once a week (8:00am - 3:00pm) and additional based on business needs.

Why Us?
At UT MD Anderson, this position directly supports faculty and research initiatives that advance cancer prevention, treatment, and healthcare delivery. The role offers opportunities to contribute to impactful research operations while developing expertise in administrative coordination, financial management, institutional processes, and faculty support within a collaborative environment that values professional growth and work-life balance.
• 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 Support to Assigned Faculty
• Perform advanced administrative and secretarial duties in direct support of assigned faculty members and designated personnel
• Coordinate meetings, calendars, appointments, room reservations, equipment, agendas, catering, and attendee schedules
• Compose, edit, proofread, and format correspondence, presentations, reports, and other business documents
• Maintain confidential patient and general office files and filing systems
• Create, revise, and maintain curriculum vitae, biosketches, professional documents, and support materials within the FIS database
• Maintain grant-related documentation and biographic libraries for assigned faculty
• Complete and submit leave requests and extramural requests for assigned faculty members
• Coordinate consultant agreements and manage consultant invoice processing through payment completion
• Complete license renewal, credentialing, and specialty society application documentation
• Ensure timely completion and submission of reports, assignments, and departmental requests

Fiscal Activity & Purchasing
• Track and reconcile faculty Physician Referral Service expenditures and discretionary accounts monthly
• Procure supplies, services, and equipment in accordance with institutional and departmental procedures
• Complete check requests, expense requests, purchase requisitions, travel requests, and reimbursements in a timely manner
• Establish Purchase Order accounts for faculty and staff and monitor activity through closure
• Purchase, track, and securely store project incentives including gift cards
• Procure promotional materials, office supplies, and food or catering for project activities
• Ensure invoice processing is completed accurately and efficiently

Travel & Reimbursements
• Review calendars and schedules to coordinate travel arrangements for faculty and designated personnel
• Utilize institutional travel management tools to arrange travel logistics
• Schedule airfare, hotels, ground transportation, and other travel accommodations
• Prepare itineraries, obtain agendas, confirm reservations, and communicate travel details
• Calculate expenses and prepare expense reports and reimbursement requests
• Maintain expenditure tracking logs and supporting documentation

Special Projects
• Develop priorities and monitor progress of assigned special projects
• Use independent judgment and complex analysis to gather information and determine appropriate solutions
• Verify compliance with institutional guidelines, requirements, policies, and procedures
• Support project execution based on departmental practices and operational needs

Administrative Support for Department Operations
• Participate in training junior administrative support personnel
• Provide telephone coverage, route calls appropriately, and take messages as needed
• Provide coverage for administrative support personnel during absences
• Deliver administrative support to departmental staff as assigned
• Order departmental supplies according to approved procedures
• Assist with scheduling and organizing departmental meetings, functions, and events
• Coordinate catering and logistical support for departmental activities
• Perform other duties as assigned
Requirements