Administrative Assistant - Breast Surgical Oncology

University of Texas MD Anderson Cancer Center; Houston (TX); Hybrid; USD 41,000 - 61,000; Full time

Benefits offered by this job

Medical coverage from day one

Paid time off & holidays

Tuition assistance

Pension plan

Job summary

The University of Texas MD Anderson Cancer Center seeks an Administrative Assistant in Breast Surgical Oncology to support faculty and departmental operations in a fast-paced academic medical setting. Position involves handling complex administrative tasks, travel logistics, scheduling, and grant submission coordination.

Work location is hybrid with 2–3 days onsite weekly, offering comprehensive benefits and opportunities to contribute to patient care, research, and education within a leading

Qualifications

• 4 years administrative/secretarial experience, or no experience required with a preferred degree.
• Strong organizational skills and ability to manage multiple priorities.
• Experience supporting academic, clinical, research, or operational activities.
• Proficiency with Microsoft Office and institutional systems.
• Ability to work onsite 2–3 days per week.

Responsibilities

• Provide comprehensive administrative support to designated faculty members and departmental representatives.
• Manage calendars, travel logistics, and meeting arrangements.
• Prepare agendas, print handouts, coordinate catering and AV setup.
• Maintain confidential office records and update faculty biosketches and CVs.
• Assist PI and Grants team with grant submissions and biosketch preparation.
• Process reimbursements and track expenses.
• Oversee department events and travel arrangements.

Skills

Administrative/secretarial experience

Microsoft Office

Education

High School Diploma or Equivalent

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Administrative Assistant, Breast Surgical Oncology plays a key role in supporting faculty and departmental operations that contribute to the institution's mission of advancing patient care, research, education, and prevention.

UT MD Anderson's Breast Surgical Oncology department supports faculty members engaged in complex and highly specialized activities across clinical care, research, education, publications, grants, conferences, and professional service. The Administrative Assistant, Breast Surgical Oncology provides critical coordination and operational support across these functions. The Administrative Assistant, Breast Surgical Oncology serves as a trusted resource who helps ensure seamless administrative operations in a fast-paced academic medical environment.

The ideal candidate has education, experience, and credentials that support executive-level administrative support and project coordination responsibilities. Preference is given to candidates with strong organizational skills, the ability to manage multiple priorities, exceptional attention to detail, and experience supporting complex academic, clinical, research, or operational activities.

Work Location: 2 to 3 days onsite per week

Salary range: Minimum $41,000 - Midpoint $51,000 - Maximum $61,000

Why Us? The Administrative Assistant, Breast Surgical Oncology contributes directly to UT MD Anderson's mission by supporting faculty members whose work advances cancer patient care, research, education, and professional collaboration. This role offers the opportunity to work in a dynamic academic healthcare environment while developing advanced administrative, operational, and project coordination skills that support both 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.

Key Responsibilities

Administrative Support:

• Provide comprehensive administrative support to designated faculty members and departmental representatives.
• Execute intricate administrative tasks, including word processing, presentation creation, document composition, editiing, and meticulous proofreading.
• Oversee various office operations, including phone management, faxing, photocopying, filing and mail distribution.
• Create both formal and informal correspondence, format presentations, and maintain confidential office records with precision.
• Ensure the punctual submission of required reports and assignments, in accordance with faculty and immediate supervisor directives.
• Generate, update, and refine Curriculum Vitae, biosketches, and reference materials using the myCV database.
• Assists PI and Grants team with coordinating aspects of internal and external grant submissions/applications, including but not limited to gathering and/or creating biosketches and aiding as guided by the faculty and the grant team.
• Facilitate the accurate processing of leave and extramural requests for faculty prior to their travel.
• Manage meeting requests, including confirming conference room reservations, arranging AV setup, preparing agendas, printing handouts, and coordinating catering arrangements.
• Demonstrate exemplary phone etiquette while handling calls on behalf of faculty and designated personnel.
• Skillfully organize faculty-led conferences, workshops, and special projects.
• Exercise discretion, independent judgment, and analytical thinking when adressing routine clerical duties.
• Foster productive relationships with faculty, staff, supervisors, and the public.
• Uphold professionalism, effective communication, a customer-centric approach, and courteous correspondence etiquette.
• Proficiently navigate Microsoft Office suite, institutional systems, and related software applications.
• Manage faculty travel logistics, oversee expenses, and maintain accurate extramural leave records in compliance with policy guidelines.
• Maintain precision in updating faculty profiles, curriculum vitae, publications, and biographical sketches.
• Exhibit the ability to meet deadlines, prioritize tasks effectively, and manage multiple responsibilities.
• Review calendars for accuracy and coordinate travel arrangments, which may include preparing itineraries, arranging ground transportation, confirming reservations, requesting agendas, making hotel accommodations, and processing reimbursements.
• Complete leave requests in advance of travel leave dates.

Administrative Support for Faculty Finances:

• Process all reimbursements in a timely manner, including calculating expenses, preparing expense reports, and maintaining expenditure tracking logs.
• Coordinate conference registration fees and membership fees for faculty and other designated individuals.
• Collaborate with the finance team to ensure timely tracking and provision of supporting documentation for various financial transactions.
• Monitor faculty Physician Referral Service (PRS) expenditure account monthly.
• Adhere to funding guidelines, institutional financial policies, and departmental internal controls.
• Maintain accurate and timely tracking of expenses.
• Manage PRS account expenses for faculty ensuring compliance with institutional policies.

Administrative Support to the Department

• Serve as a backup for various departmental responsibilities, such as inventory monitoring, asset ordering, and restocking of kitchen, paper, toner, and office supplies.
• Coordinate and execute special functions and events, encompassing both on-site and off-site departmental gatherings, employee recognition programs, and educational initiatives. This involves meticulous planning, logistics coordination, scheduling, facility arrangements, and catering coordination.
• Collaborate with the IT team to address computer hardware and software issues and manage asset acquisitions.
• Efficiently manage departmental records, filing rooms, storage areas, and overall tidiness, ensuring adherence to Record Retention Schedule policies.
• Act as a knowledgeable resource and administrative representative, contributing expertise and support.
• Cultivate effective relationships with faculty, staff, supervisors, and the public, upholding professionalism, and communication excellence.
• Adhere to institutional, departmental, and divisional administrative policies, encompassing asset control management, records management, key control, emerency and fire plans, and other pertinent areas.

Other Duties as Assigned

EDUCATION

• Required: High School Diploma or Equivalent
• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 4 years Administrative/secretarial experience. or
• Required: 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 benefits, including medical, dental, paid time off, retirement, tuition benefits, educational