Sr Administrative Assistant / Pathology Admin

University of Texas MD Anderson Cancer Center

Houston (TX)

On-site

USD 46,000 - 69,000

Full time

2 days ago

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Benefits offered by this job

Employer-paid medical coverage from 30

Paid time off and holidays

Tuition assistance program

Pension & retirement plans

Job summary

University of Texas MD Anderson Cancer Center is seeking a Senior Administrative Assistant to support faculty productivity and departmental operations. The role focuses on calendar management, complex travel, and financial stewardship within [Department information not provided].

Ideal candidates will have strong administrative experience in healthcare/academic settings, with familiarity in faculty affairs, research administration, and confidential records management.

Qualifications

Requires 5 years Administrative/secretarial experience.
Experience supporting faculty or leadership in healthcare, academic, or research environments preferred.

Responsibilities

Provide high-level administrative support to faculty through calendar management and meeting coordination.
Coordinate complex travel arrangements including airfare, lodging, transportation, registrations, reimbursements, and related documentation.
Prepare and maintain correspondence, reports, memoranda, presentations, manuscripts, protocols, grant materials, and faculty-related documents.
Maintain faculty records including CVs, NIH biosketches, credentialing documents, memberships, and educational appointments.
Coordinate faculty licensure renewals and visa sponsorship documentation; support promotion and tenure processes.
Manage faculty leave requests, PTO, extramural travel, expenditure tracking, and submissions.
Independently prioritize multiple assignments and follow projects through to completion.
Anticipate needs, resolve challenges, and escalate issues as needed.

Education

High School Diploma or Equivalent

Associate's Degree

Bachelor's Degree

Job description

University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Through integrated programs in patient care, research, prevention, and education, UT MD Anderson is committed to eliminating cancer in Texas, the nation, and the world.

Senior Administrative Assistant supports faculty productivity, departmental operations, financial stewardship, research administration, and continuity of patient care services. The Senior Administrative Assistant serves as a key administrative liaison among faculty, trainees, departmental leadership, institutional departments, and external entities. The Senior Administrative Assistant independently manages complex administrative responsibilities requiring sound judgment, initiative, strong customer service, and operational excellence within [Department information not provided].

ideal candidate will possess strong administrative experience supporting faculty or leadership in a complex healthcare, academic, or research environment. Preference will be given to candidates with demonstrated experience coordinating calendars, travel, financial processes, faculty affairs activities, research administration, and confidential records management.

Why Us?

UT MD Anderson offers the opportunity to contribute directly to an organization dedicated to advancing cancer care, research, education, and prevention. This role supports critical faculty, clinical, research, and operational activities while providing opportunities for professional growth, collaboration, and meaningful impact in a mission-driven environment that values excellence, innovation, and service.

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

Faculty & Administrative Support

Provide high-level administrative support to faculty through complex calendar management and meeting coordination
Coordinate complex travel arrangements including airfare, lodging, transportation, registrations, reimbursements, and related documentation
Prepare and maintain correspondence, reports, memoranda, presentations, manuscripts, protocols, grant materials, and faculty-related documents
Maintain faculty records including CVs, NIH biosketches, credentialing documents, memberships, and educational appointments
Coordinate faculty licensure renewals and maintain documentation supporting visa sponsorship, promotion, tenure, and faculty affairs processes
Manage faculty leave requests, PTO, extramural travel, expenditure tracking logs, and required submissions
Independently prioritize multiple assignments and follow projects through completion
Anticipate faculty needs, resolve challenges proactively, and elevate issues appropriately when needed

Office Operations & Departmental Coordination

Support Kronos timekeeping, work orders, asset transfers, FAR submissions, internal contracts, and inventory management
Coordinate office supply purchasing, website updates, equipment maintenance, building access requests, and workspace transitions
Partner with Facilities, Information Technology, and institutional departments to resolve operational support needs
Handle confidential information with discretion and sound judgment
Identify operational issues and develop effective administrative solutions
Support workflow continuity and efficient departmental operations
Adjust priorities effectively to meet changing faculty, clinical, and operational demands

Clinical Support

Coordinate requests, pickup, transfer, and distribution of clinical cases, slides, and blocks according to service schedules
Ensure accurate, timely, and confidential handling of clinical materials supporting patient care activities
Provide administrative support for clinical conferences by coordinating slides, pathology reports, and required materials
Cross-reference patient lists provided by clinical teams to support conference preparation
Deliver pathology materials to presenting pathologists within established timelines
Transmit pathology reports to authorized recipients and appropriately route inquiries to responsible clinical staff
Support faculty clinical service schedules and respond to schedule modifications as needed

Financial Administration & Compliance

Process purchase requisitions, payment requests, purchase orders, travel reimbursements, and outside lecture reimbursements
Monitor, reconcile, analyze, and maintain assigned faculty and departmental PRS accounts
Review account activity, research discrepancies, and coordinate corrective actions
Prepare expense reports and estimate projected travel expenditures
Track committed and available PRS funds accurately
Perform financial activities in accordance with institutional policies and internal controls

Research, Grants & Academic Support

Assist with research protocols, grant submissions, and regulatory documentation requirements
Coordinate administrative activities supporting timely completion of institutional and governmental submissions
Support manuscript preparation, submissions, presentations, educational materials, and required reports
Conduct literature searches and assist with academic support activities
Participate in departmental committees, work groups, special projects, and process improvement initiatives
Contribute administrative expertise to support departmental goals, compliance, and team effectiveness
Perform 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.

UT MD Anderson 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 UT MD Anderson 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