Administrative Manager - Division of Cancer Medicine

UT MD Anderson Cancer Center • Houston, TX

1d • Hybrid

About The Position

The Administrative Manager - Division of Cancer Medicine serves as a key operational and administrative leader within the Division of Cancer Medicine, providing executive-level support to Deputy Division Heads and divisional leadership. The Administrative Manager - Division of Cancer Medicine coordinates complex administrative operations, manages cross-functional initiatives, and supports divisional priorities through effective communication, project management, process improvement, and operational oversight. The Administrative Manager - Division of Cancer Medicine also serves as a trusted resource for leadership, helping ensure continuity of operations and successful execution of strategic initiatives across the division. The ideal candidate will possess significant experience providing executive-level administrative support to senior leaders, managing complex calendars, coordinating multiple projects simultaneously, and leading operational initiatives. The successful candidate will demonstrate strong project and program management skills, experience developing and implementing administrative processes and procedures, and a track record of improving workflow efficiency. Experience supporting multiple executives, coordinating high-profile meetings and events, supervising administrative staff, utilizing Concur and related business systems, and leveraging AI tools and emerging technologies to improve productivity is highly desirable. Strong organizational skills, attention to detail, professionalism, and the ability to work independently while supporting leadership initiatives are essential for success in this role.

Requirements

• Bachelor's Degree
• Four years related experience in a professional/administrative capacity, to include two years of supervisory, project management or lead experience.
• May substitute required education with additional years of equivalent experience on a one to one basis.
• Successful completion of the LEADing Self Accelerate and/or LEADing Self Discover programs may substitute for one year of required supervisory or management experience.
• Completion of both programs can be substituted for a maximum of two years of supervisory or management experience.
• Must pass pre-employment skills test as required and administered by Human Resources.

Nice To Haves

• Master's Degree
• Significant experience providing executive-level administrative support to senior leaders
• Managing complex calendars
• Coordinating multiple projects simultaneously
• Leading operational initiatives
• Strong project and program management skills
• Experience developing and implementing administrative processes and procedures
• Track record of improving workflow efficiency
• Experience supporting multiple executives
• Coordinating high-profile meetings and events
• Supervising administrative staff
• Utilizing Concur and related business systems
• Leveraging AI tools and emerging technologies to improve productivity
• Strong organizational skills
• Attention to detail
• Professionalism
• Ability to work independently while supporting leadership initiatives

Responsibilities

• Manage and coordinate complex and long-range calendars for assigned Deputy Division Heads and divisional leadership.
• Prioritize scheduling requests and resolve competing calendar demands.
• Schedule recurring leadership meetings, divisional meetings, ad hoc discussions, and committee meetings.
• Coordinate leadership participation in meetings, committees, organizational initiatives, and external engagements.
• Collaborate with executive offices and institutional partners to coordinate leadership activities.
• Prepare agendas, presentations, briefing materials, and supporting documentation for meetings.
• Track follow-up activities, action items, deadlines, and key assignments.
• Maintain organized, confidential, and accessible files, records, and administrative documentation.
• Support faculty and leadership activities, including committee participation, professional engagements, and institutional service.
• Assist with preparation and maintenance of curriculum vitae, biosketches, and professional materials.
• Coordinate annual performance appraisal activities and related administrative processes.
• Serve as backup to the Administrative Director and provide executive-level support to the Division Head as needed.
• Facilitate professional communication with internal and external stakeholders while maintaining confidentiality and discretion.
• Coordinate and manage domestic and international travel arrangements for Deputy Division Heads and divisional leadership.
• Review leadership calendars to proactively plan travel schedules and logistics.
• Arrange airfare, hotel accommodations, ground transportation, and conference registrations.
• Prepare detailed travel itineraries and travel support materials.
• Coordinate agendas, presentations, meeting materials, and supporting documentation for external engagements.
• Serve as a liaison with host institutions, meeting organizers, and external collaborators.
• Prepare and submit expense reports, reimbursement requests, and supporting documentation.
• Utilize Concur and other institutional systems to support travel administration and reimbursements.
• Monitor travel expenditures and reimbursement status to ensure compliance and accuracy.
• Maintain tracking systems for upcoming travel commitments, conferences, and key events.
• Coordinate administrative operations for the Division of Cancer Medicine Administrative Office.
• Collaborate with the Division Administrator, Administrative Director, and divisional leadership on operational priorities and initiatives.
• Lead and coordinate multiple projects, priorities, deadlines, and competing deliverables simultaneously.
• Develop, document, implement, and maintain administrative processes, procedures, and operational guidelines.
• Identify opportunities to improve workflow efficiency, consistency, and service delivery.
• Support implementation of workflow optimization and process improvement initiatives.
• Provide analytical and operational support for divisional programs and leadership initiatives.
• Coordinate complex meetings, conferences, workshops, programs, and divisional events.
• Manage venue arrangements, room reservations, catering requests, audiovisual support, and guest logistics.
• Serve as the Division Property Officer and coordinate asset tracking, transfers, offsite authorizations, and compliance requirements.
• Maintain accurate property records and documentation to support audit readiness.
• Serve as a divisional notary in support of administrative and operational needs.
• Perform special projects and additional assignments as directed by divisional leadership.
• Provide direct supervision to assigned administrative staff.
• Coordinate daily work assignments and monitor workflow distribution.
• Support onboarding, orientation, training, and development of administrative staff.
• Participate in recruitment activities, including applicant screening and interview coordination.
• Provide hiring input and recommendations in collaboration with divisional leadership.
• Review and approve employee leave requests in accordance with institutional policies.
• Ensure operational coverage and continuity of services.
• Support employee engagement, recognition, and staff development initiatives.
• Address operational concerns and assist with resolution of administrative issues.
• Promote professionalism, accountability, and high-quality customer service standards.
• Utilize Microsoft Outlook, Word, Excel, and PowerPoint to support divisional operations.
• Demonstrate strong technology aptitude and the ability to quickly learn new systems and applications.
• Leverage AI tools and emerging technologies to improve administrative efficiency and productivity.
• Coordinate Zoom, Microsoft Teams, and other virtual meetings, recurring meetings, and webinars.
• Ensure calendar invitations are complete, accurate, and contain agendas, links, supporting materials, and attendee information.
• Utilize computerized software tools to ensure quality, accuracy, and professionalism in communications and documentation.
• Serve as a backup Kronos timecard approver and support timekeeping processes.
• Utilize Kronos, Power Automate, Power BI, and similar systems when applicable.
• Communicate project milestones, status updates, challenges, and outcomes to leadership and stakeholders.
• Maintain confidentiality, accuracy, professionalism, and strong follow-through in all administrative activities.

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week
• Optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank
• Paid holidays
• Wellness
• Childcare
• Other leave options
• Tuition Assistance Program after six months of service
• Access to extensive wellness, fitness, and employee resource groups
• Defined-benefit pension through the Teachers Retirement System
• Voluntary retirement plans
• Employer-paid life and reduced salary protection programs

What This Job Offers

• Job Type: Full-time
• Career Level: Manager