Office Supervisor - Pathology Admin

UT MD Anderson Cancer Center•Houston, TX

About The Position

The Office Supervisor provides frontline leadership, operational oversight, and advanced administrative support in the Pathology Admin department at The University of Texas MD Anderson Cancer Center. The department supports faculty, research, clinical, and educational activities. The supervisor oversees administrative staff while maintaining a faculty-support portfolio and collaborates with departmental leadership to sustain operations, develop staff, and deliver high-quality service to faculty, trainees, patients, and other stakeholders. The role supervises administrative staff; coordinates workflow, staffing, and departmental processes; supports facilities-related activities and operational projects; and provides comprehensive administrative support to assigned faculty. Faculty support includes complex calendars, meetings, clinic schedules, travel, correspondence, presentations, manuscripts, protocols, grant documents, records, appointments, and faculty affairs processes. The position also monitors and reconciles funding and expenditures, processes financial transactions, supports research and academic documentation, and leads or participates in projects and continuous-improvement efforts. The required education is a high school diploma or equivalent; a bachelor's degree is preferred. The position requires seven years of administrative clerical experience, including one year in a supervisory role. Completion of specified LEADing Self programs may substitute for up to two years of supervisory or management experience. Preferred experience includes progressively responsible administrative work in an academic, healthcare, research, or similarly complex environment, with staff leadership and faculty or senior-professional support. A pre-employment skills test may be required. The position may also require routine reviews and screening to maintain the security and integrity of critical infrastructure.

Requirements

High school diploma or equivalent.
Seven years of administrative clerical experience, including one year in a supervisory role.
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 may substitute for a maximum of two years.
Must pass a pre-employment skills test if required and administered by Human Resources.
Must be able to satisfy and maintain any requirements necessary to ensure the security and integrity of critical infrastructure if applicable to the position.

Nice To Haves

Bachelor's degree.
Progressively responsible administrative experience in an academic, healthcare, research, or similarly complex environment, including direct supervision or leadership of administrative staff.
Experience supporting faculty, physicians, researchers, executives, or other senior professionals.
Experience with employee coaching and performance management, workflow and staffing coordination, complex calendar and travel management, financial administration, research and academic support, and process improvement.

Responsibilities

Supervise Senior Administrative Assistants, establish performance expectations, coach staff, conduct evaluations, and support employee development.
Participate in recruitment, interviewing, selection, onboarding, and training of administrative staff.
Address attendance, behavioral, and performance concerns in accordance with institutional policies, collaborating with leadership and Human Resources as needed.
Coordinate daily workflow, workload distribution, staffing coverage, schedules, and administrative support priorities.
Lead and participate in meetings; communicate operational updates; and develop, maintain, and improve departmental processes, procedures, and documentation.
Coordinate departmental projects, operational changes, and process-improvement initiatives with the Office Manager and departmental leadership.
Support facilities activities such as office moves, workspace changes, repairs, equipment issues, and construction impacts, coordinating with relevant stakeholders.
Provide comprehensive administrative support to assigned faculty, including managing calendars, meetings, conferences, clinic schedules, and travel arrangements.
Coordinate travel bookings, registrations, reimbursements, and related documentation.
Prepare correspondence, reports, memoranda, presentations, manuscripts, protocols, grant documents, and other materials.
Maintain faculty records, curriculum vitae, NIH biosketches, licensure renewals, credentialing records, and educational appointments.
Support faculty affairs processes, including visa sponsorships, promotions, tenure activities, appointments, and renewals.
Coordinate faculty leave requests, extramural travel, expenditure tracking, and administrative documentation.
Handle confidential information with sound judgment and discretion; prioritize responsibilities and anticipate faculty and departmental needs.
Monitor, reconcile, analyze, and attest faculty and departmental funding sources and expenditures; research discrepancies and coordinate corrections.
Process purchase orders, payment requests, travel reimbursements, expense reports, and related transactions.
Support grant, regulatory, academic, and scholarly activities by coordinating required documentation and reviewing materials for accuracy, completeness, and compliance.
Guide administrative staff on complex documentation and administrative processes.
Lead and participate in strategic initiatives and special projects; coordinate deliverables, stakeholder engagement, implementation, and progress; and address barriers.
Identify recurring issues and opportunities to improve workflows, efficiency, customer service, collaboration, accountability, and knowledge sharing.
Provide administrative coverage and other duties as assigned to support service continuity.

Benefits

Employer-paid medical coverage starting on day one for employees working 30 or more hours per week.
Optional group dental, vision, life, AD&D, and disability insurance.
Accruals for paid time off and an Extended Illness Bank.
Paid holidays and wellness, childcare, and other leave options.
Tuition Assistance Program after six months of service.
Access to wellness and fitness resources and employee resource groups.
Defined-benefit pension through the Teachers Retirement System.
Voluntary retirement plans.
Employer-paid life and reduced salary protection programs.
Educational opportunities and individual and team recognition.