Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine

UT MD Anderson

Houston (TX)

Hybrid

USD 46,000 - 69,000

Full time

2 days ago

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Benefits offered by this job

Employer-paid medical coverage

PTO accrual and holidays

Tuition Assistance Program

Pension plan

Job summary

The University of Texas MD Anderson Cancer Center is seeking a Senior Administrative Assistant to support Gynecologic Oncology & Reproductive Medicine. The role focuses on high-level administrative tasks for faculty and departmental operations, with an emphasis on calendar management, travel, grant and manuscript coordination, and financial reconciliation.

The ideal candidate will have 5 years of admin/secretarial experience (or 3 years with an Associate's or 1 year with a Bachelor's) and a

Qualifications

Experience supporting faculty, physicians, or senior leaders in healthcare, academic, or research environments.
Experience with complex calendar management and travel coordination.
CVs and biosketch management; grant and extramural funding tracking; financial reconciliation; manuscript support.

Responsibilities

Provides administrative support: typing, transcribing, phones, scheduling, calendar management for assigned faculty and projects.
Manages faculty travel requests and reimbursements per procedures.
Prepares and submits leave reports and institutional forms; supports patient communications and scheduling.
Creates and formats presentations and posters for faculty and team members.

Skills

Calendar management

Travel coordination

CV & biosketch management

Grant tracking

Financial reconciliation

Manuscript support

Institutional systems familiarity

Education

High School Diploma or Equivalent

Associate's Degree

Bachelor's Degree

Tools

Faculty Information System (FIS)

Job description

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Gynecologic Oncology & Reproductive Medicine department supports exceptional patient care, groundbreaking research, and academic excellence through collaboration among faculty, clinicians, researchers, and administrative leaders. The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine plays a critical role in ensuring faculty and departmental operations run efficiently across multiple mission areas.

UT MD Anderson is recognized worldwide for advancing cancer care, research, and education. The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine provides high-level administrative support in a fast-paced environment, helping faculty and departmental leaders achieve their clinical, research, and academic objectives. The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine contributes directly to operational excellence and institutional success.

The ideal candidate is a highly organized and detail-oriented administrative professional with experience supporting faculty members, physicians, or senior leaders in a healthcare, academic, or research environment. Preferred qualifications include experience with complex calendar management, faculty travel coordination, CV and biosketch management, grant and extramural funding tracking, financial reconciliation, manuscript support, and familiarity with institutional systems. Licenses and certifications are not specified.

Salary: Minimum $45,500.00 - Midpoint 57,000.00 - Maximum 68,500.00

Work Location: The typical work schedule is Hybrid schedule with two days per week on campus and the remaining workdays remote, based on departmental needs and operational requirements.

Why Us?

This position offers the opportunity to support faculty, clinicians, researchers, and administrative leaders who are advancing patient care, research, and academic excellence. Team members work in a collaborative and supportive environment that values professionalism, continuous learning, open communication, and teamwork. The role provides exposure to multiple mission areas, opportunities for professional growth, and a hybrid work arrangement that supports work-life balance while contributing to the mission of UT MD Anderson.

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

Provides administrative support including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, maintaining calendar of assigned faculty and special projects.
Attends to all travel and travel related follow-up from requesting travel through appropriate channels, to following established procedures for recording absences from clinic through submitting requests for reimbursements.
Prepares medical photography requests, catering requests, conference service requests, and other institutional forms. *Prepares and submits Faculty Leave Report and other reports as required/requested.
Provides patient care support by composing letters and forms, printing clinic and surgery schedules, and handling and redirecting patient calls.
Creates and formats presentations and posters for faculty, fellows and other team members.

CV/Journal/Manuscript/Grant - Requests

Updates curriculum vitae and biographical sketches for faculty as required, including current publications, presentations, committee memberships, and awards.
Maintains current CV's and biographical sketches in Faculty Information System (FIS) for assigned faculty.
Searches and retrieves journal articles from online databases or MDACC Research Medical Library. Orders articles via the Inter-library Request Form (ILLiad).
Prepares, types, and assembles drafts and manuscripts. Submits manuscripts to Scientific Publications for review and editing prior to submitting to journal(s).
Obtains required signatures and forwards to appropriate institutional departments for approval.
Types, compiles, and assembles grant applications using appropriate and current forms.
Verifies accuracy and completeness of text, and budget numbers and ensures that all the necessary forms are accurate, complete, and in the proper sequence.
Prepares and maintains abstracts and biographical sketches for faculty and other staff as needed for grant submissions and other requests.
Obtains required signatures from the Surgery Department Administrator, Chairman, and Division Head prior to forwarding the grant to the Office of Research for approval.
Maintains copy of grant for the faculty file and provides a copy to the accountant for department files. Establishes and maintains grant files for new and existing grants/proposals.

Account Reconciliation & Financial Management

Reviews and reconciles designated grant, research and other company/center accounts belonging to assigned faculty, on a monthly basis, to verify accuracy and to resolve errors.
Compares company/center report expenses with expense documents received for purchases made or services performed.
Receives and files expense/supporting documents and company/center reports, in the designated location, as they are received, to ensure that they are accessible when needed.
Accesses the Financial/Purchasing Database to review and verify encumbered/estimated expenses posted and confirm actual expenses incurred.
Notifies the Office Manager, Financial Analyst or Operations Manager of any discrepancies and adjustments, as necessary.

Other duties as assigned.

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

Additional Information