Senior Administrative Assistant – Cardiology

UT MD Anderson Cancer Center; Texas; Hybrid; USD 46,000 - 69,000; Full time

Job summary

The University of Texas MD Anderson Cancer Center is seeking an experienced administrative professional to support faculty and staff across operations, calendar management, and financial activities. The role involves high-level secretarial duties, document preparation, and coordination of travel using CONCUR.

Responsibilities include managing calendars, processing reimbursements, and assisting with budget tracking and project coordination in a hybrid onsite/remote work setting.

Qualifications

• Five years of Administrative/secretarial experience required.
• Three years of experience with an Associate’s degree.
• One year of experience with a Bachelor’s degree.

Responsibilities

• Perform highly responsible administrative, clerical, confidential secretarial, and project support functions for assigned faculty and staff.
• Compose correspondence, reports, and memos with proper business formatting.
• Create and format presentations for faculty and staff.
• Maintain faculty curricula vitae using institutional format.
• Process license renewals and medical society applications.
• Handle inquiries from patients, physicians, and care center staff.
• Extract patient demographics from electronic health records.

Skills

Administrative experience

Secretarial experience

Calendar management

Budget tracking

Education

High School Diploma

Associate’s Degree

Bachelor’s Degree

Tools

Outlook

CONCUR travel system

Electronic Health Records

Job description

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.

• 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.

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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

Additional Information

• Requisition ID: 183265
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 45,500
• Midpoint Salary: US Dollar (USD) 57,000
• Maximum Salary : US Dollar (USD) 68,500
• FLSA: non-exempt and eligible for overtime pay
• Fund Type: Hard
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No