Senior Administrative Assistant - Cardiology

University of Texas MD Anderson Cancer Center

Houston (TX)

Hybrid

USD 46,000 - 69,000

Full time

42 hours ago

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Benefits offered by this job

Medical coverage

Paid time off

Tuition assistance

Retirement benefits

Job summary

University of Texas MD Anderson Cancer Center is seeking a Senior Administrative Assistant to support department operations, faculty activities, and project coordination in a fast-paced healthcare environment. The role focuses on administrative, secretarial, and financial processes with high-quality communication.

The position involves calendar management, travel coordination via CONCUR, and collaboration with multiple stakeholders across the hospital complex.

Qualifications

Required: High School Diploma or Equivalent
Preferred: Associate's Degree
Preferred: Bachelor's Degree
Strong administrative and secretarial skills with project coordination experience

Responsibilities

Perform highly responsible administrative, clerical, confidential secretarial, and project support functions for assigned faculty and staff
Maintain daily electronic calendars using Outlook and coordinate travel through CONCUR
Process license renewals, medical society applications, and prepare reports and presentations

Skills

Administrative experience

Secretarial

Project coordination

Calendar management

Financial support

Communication skills

Education

High School Diploma or Equivalent

Associate's Degree

Bachelor's Degree

Tools

Outlook

CONCUR travel system

EHR systems

Job description

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Senior Administrative Assistant role supports the efficient operation of [Department information not provided] through advanced administrative, secretarial, project coordination, calendar management, and financial support functions. The Senior Administrative Assistant works closely with faculty, staff, patients, and leadership to ensure operational effectiveness and high-quality service.

At UT MD Anderson, the Senior Administrative Assistant serves as a key resource for departmental operations, managing complex administrative responsibilities, supporting faculty activities, coordinating projects, and facilitating communication across multiple stakeholders. The Senior Administrative Assistant contributes directly to departmental productivity and operational excellence.

The ideal candidate for this role demonstrates strong administrative expertise, exceptional written and verbal communication skills, proficiency with office technology and scheduling systems, experience supporting multiple stakeholders in a fast-paced environment, and the ability to manage confidential information, projects, financial processes, and faculty support activities. Education, experience, and license preferences were not provided; therefore, candidates should possess qualifications that support successful performance of the position's responsibilities.

Salary: $45,500 - $57,000 - $68,500

Why Us?

UT MD Anderson offers the opportunity to support a mission-driven organization focused on advancing cancer care, research, education, and prevention. This role enables meaningful contributions to departmental operations while providing opportunities for professional growth, collaboration with faculty and leadership, and participation in a dynamic healthcare environment that values operational excellence and employee well-being.

Benefits

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 Operations

Perform highly responsible administrative, clerical, confidential secretarial, and project support functions for assigned faculty and staff
Compose formal and informal correspondence, memoranda, letters, and reports using proper business formatting and grammar
Complete institutional forms in accordance with established policies and standards
Create and format slide presentations and poster presentations for faculty, fellows, mid-level providers, and staff
Maintain and update faculty curriculum vitae using the institutional format referenced on the FAA website
Type manuscripts and references as directed by assigned faculty members
Proofread all documents prior to returning them to authors to ensure accuracy and quality
Process license renewals and medical society applications for assigned staff
Handle patient, physician, care center, and referral telephone inquiries and direct requests appropriately
Extract patient demographics and other pertinent information from electronic health record systems

Calendar Management & Travel Coordination

Maintain daily electronic calendars for clinical assignments, appointments, meetings, lectures, and seminars using Outlook
Provide assigned faculty with daily appointment schedules and patient appointment printouts
Coordinate travel arrangements including airline reservations and hotel accommodations through the CONCUR travel system
Process faculty extramural leave requests and PTO program leave requests
Track expenditures and ensure processing aligns with institutional guidelines
Support reimbursement activities and ensure timely submission of required documentation

Project Coordination

Develop project priorities and monitor the status of special departmental projects
Use independent judgment, fact gathering, and analysis to identify appropriate solutions based on departmental practices
Verify compliance with institutional requirements and established procedures
Collaborate closely with departmental staff to improve productivity and operational processes
Communicate effectively with stakeholders to support departmental objectives
Provide backup assistance with daily coordination and preparation of Cardiac Clinic schedules
Support scheduling requirements for Purple, Green, and Blue high-volume Cardiology Services
Distribute clinic schedules to appropriate clinical staff

Fiscal Activity & Financial Reporting

Communicate procurement requests from faculty and assigned staff to the Senior Procurement Coordinator
Support purchasing activities in accordance with institutional procurement guidelines
Monitor and balance center budget activity through account review, tracking, analysis, and reporting
Prepare cost projections, status reports, and identify potential budget concerns
Maintain weekly tracking of faculty expenditures using PRS Development Funds
Prepare monthly expenditure reports for the Department Administrator
Process check requests, travel requests, print shop requests, and requisitions within two days of receipt
Initiate expense reimbursement requests through the CONCUR system when required
Assist faculty with funding applications, budget projections, and justification documentation related to grant preparation
Perform mathematical calculations involving rates, proportions, addition, subtraction, multiplication, and division

Physical & Operational Support

Operate standard office equipment and office machines
Retrieve reports, printouts, and documents from various locations throughout the hospital complex
Transport documents weighing up to ten pounds or more as required
File and retrieve records from upright filing cabinets approximately five feet in height
Bend, stoop, stand, lift, and use a step stool as necessary to access stored records
Perform additional duties and special assignments as required

EDUCATION

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

WORK EXPERIENCE

Required: 5 years Administrative/secretarial experience. or
Required: 3 years Required experience with Associate's degree. or
Required: 1 year Required experience with Bachelor's 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 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.

Additional Information