Administrative Assistant - Chief Quality Office

UT MD Anderson Cancer Center•Houston, TX

3d•Hybrid

About The Position

The Chief Quality Office at MD Anderson Cancer Center plays a critical role in advancing patient safety, quality, and operational excellence across the institution. Supporting leaders and departments across the division, the team helps ensure that MD Anderson maintains the highest standards of quality while continuously improving processes, compliance, and the overall patient experience. This is a highly collaborative environment where strong administrative support is essential to keeping important institutional initiatives moving forward. This Administrative Assistant position offers the opportunity to provide hands-on administrative and operational support across a dynamic division. The role is ideal for an organized, adaptable professional who enjoys managing multiple priorities, supporting leaders and teams, and serving as a dependable resource in an environment where priorities can change quickly. In this role, you will provide day-to-day administrative support including calendar management, meeting coordination, mail processing, purchasing, ProCard responsibilities, supply management, and departmental record keeping. You will use sound judgment to anticipate needs, avoid scheduling conflicts, maintain appropriate documentation, and ensure leaders and teams have the resources necessary to operate effectively. You will also coordinate a variety of departmental logistics and operations, including travel arrangements, expense reports, catering, room setup, audiovisual needs, events, timekeeping, purchasing, reconciliations, and certification or licensure tracking. Your ability to stay organized and follow through on details will help ensure that departmental activities are completed accurately and on time. A key component of this position is serving as a resource and liaison for the division. You will work with vendors, administrative leaders, supported departments, and the Chief Quality Office while helping resolve issues and escalating concerns when appropriate. You will also provide backup support for functions such as Kronos, Concur, purchasing, and calendar management, giving you exposure to a broad range of institutional operations. The position also provides opportunities to contribute to special projects and division-wide initiatives, including accreditation surveys, awareness events, equipment coordination, inventory, website management, vendor contracts, and other operational assignments. The ability to adapt to changing demands, take initiative, and confidently manage competing priorities will be important to success. The ideal candidate will have strong administrative and organizational skills, excellent attention to detail, and the ability to work independently while providing dependable support to multiple leaders and teams. Candidates who enjoy being the person others can rely on to keep schedules, logistics, supplies, and administrative processes running smoothly will find this opportunity especially rewarding.

Requirements

High School Diploma or Equivalent
4 years Administrative/secretarial experience or no experience required with preferred degree.
Must pass pre-employment skills test as required and administered by Human Resources.

Nice To Haves

Bachelor's Degree

Responsibilities

Performs calendar management for assigned leaders or teams, including scheduling routine meetings, sending invites, and avoiding conflicts
Functions as primary purchaser/procard holder for office supplies, materials, equipment, special orders and ensures supply par levels are maintained and appropriate documentation is kept
Processes incoming and outgoing mail; and coordinates mail requests
Performs as department timekeeper and ensures time off usage is in alignment with institutional guidelines; resolves timekeeping issues.
Coordinates and prepares travel arrangements and submits appropriate expense reports.
Coordinate catering, room setup, and AV needs for meetings/events as well as executes logistics of the event
Maintains departmental records, filing systems and coordinates records management for the department.
Ensures required certifications/licensures are renewed/up to date
Processes purchase requests for assigned areas including maintaining appropriate documents and performing reconciliations
Provides insights or finds relevant information on administrative processes
Regularly checks to ensure supported teams have supplies, equipment needed including new employees
Provides onsite support on assigned days as well as needed
Serves in a back up capacity for assigned areas including performing calendar management, Kronos, Concur, and Purchasing related tasks
Manages vendor relations for various division needs
Supports events across the division including departmental/divisional meetings, accreditation surveys, awareness events, etc.
Liaison between dept & admin office and escalates issues when appropriate
Contributes to special assignments such as but not limited to: equipment coordination, reconciliations, intern appointment/reappoints, inventory, website management, vendor contract execution
Other duties as assigned.