Senior Administrative Assistant - Hospital Medicine

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Within the Department of Hospital Medicine, the Senior Administrative Assistant provides complex administrative and secretarial support to assigned faculty while helping facilitate provider onboarding, departmental operations, and the maintenance of clinical certifications required to support patient care activities. The Senior Administrative Assistant plays a key role in coordinating faculty support functions, project implementation, and departmental initiatives.

UT MD Anderson is recognized internationally for its commitment to excellence in patient care, innovative research, education, and cancer prevention. The Senior Administrative Assistant serves as an essential resource for faculty and departmental leadership by managing complex administrative processes, supporting strategic initiatives, and ensuring operational efficiency. The Senior Administrative Assistant contributes to the successful delivery of departmental and institutional goals through strong organizational skills, independent judgment, and effective project coordination.

The ideal candidate will possess a bachelor's degree or formal secretarial training, experience performing advanced administrative and secretarial duties, and demonstrated success supporting faculty or leadership in a complex healthcare, academic, or professional environment. Strong organizational, communication, calendar management, project coordination, financial tracking, and administrative support skills are preferred.

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

Why Us?

This role offers the opportunity to directly support faculty and departmental operations within UT MD Anderson while contributing to the institution's mission of eliminating cancer. The position provides meaningful involvement in provider onboarding, project coordination, faculty support, financial administration, and strategic initiatives, offering valuable professional growth opportunities in a collaborative academic healthcare environment that supports work-life balance and career development.

• 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

Department Administrative Support

• Coordinate, organize, and carry out day-to-day departmental office activities
• Prepare purchase requisitions in accordance with institutional purchasing guidelines
• Assist with departmental inventory maintenance and tracking activities
• Arrange conferences, including room reservations, catering, and equipment coordination
• Coordinate departmental special events, employee recognition activities, retreats, and related initiatives
• Support strategic planning activities as directed by departmental leadership
• Facilitate project initiation, implementation, coordination, and completion activities

Faculty Support

• Manage faculty calendars and communicate scheduling conflicts, confirmations, and meeting reminders
• Provide comprehensive administrative and secretarial support for assigned faculty
• Assist with preparation and maintenance of manuscripts, curriculum vitae, and abstracts
• Update faculty curriculum vitae monthly within institutional systems
• Compose, edit, format, and distribute correspondence, presentations, reports, and other documents
• Maintain physician licenses, certifications, and credentialing-related records
• Submit faculty time-off requests through WebSchedule

Faculty Financial & Travel Administration

• Track annual extramural activities for assigned faculty
• Coordinate faculty travel arrangements and itineraries using the Concur system
• Ensure timely submission of reimbursement and expense reports
• Process reimbursements and monitor PRS budget activity for assigned faculty
• Balance and reconcile faculty-related budget expenditures and transactions

Account Reconciliation & Compliance

• Review, manage, and reconcile faculty expenditures and PRS Development Fund activity
• Verify transaction accuracy and resolve discrepancies within tracking systems
• Partner with DOIM Shared Services to maintain and upload supply chain documentation
• Compare expense documentation with organizational reports to ensure accuracy and compliance

Additional Responsibilities

• Support onboarding activities for faculty, advanced practice providers, and clinical specialists
• Utilize independent judgment, prioritization, and problem-solving skills to manage assignments
• Ensure maintenance of required clinical certifications supporting revenue-generating patient care activities
• 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.

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

• Requisition ID: 184098
• 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

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