Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine

UT MD Anderson Cancer Center • Houston, TX

1d • Hybrid

About The Position

The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine plays a critical role in ensuring faculty and departmental operations run efficiently across multiple mission areas. This role provides high-level administrative support in a fast-paced environment, helping faculty and departmental leaders achieve their clinical, research, and academic objectives. The Senior Administrative Assistant - Gynecologic Oncology & Reproductive Medicine contributes directly to operational excellence and institutional success.

Requirements

• High School Diploma or Equivalent
• 5 years Administrative/secretarial experience.
• 3 years Required experience with Associate's degree.
• 1 year Required experience with Bachelor's degree.
• Must pass pre-employment skills test as required and administered by Human Resources.

Nice To Haves

• Associate's Degree
• Bachelor's Degree
• experience with complex calendar management
• faculty travel coordination
• CV and biosketch management
• grant and extramural funding tracking
• financial reconciliation
• manuscript support
• familiarity with institutional systems

Responsibilities

• Provides administrative support including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, maintaining calendar of assigned faculty and special projects.
• Attends to all travel and travel related follow-up from requesting travel through appropriate channels, to following established procedures for recording absences from clinic through submitting requests for reimbursements.
• Prepares medical photography requests, catering requests, conference service requests, and other institutional forms.
• Prepares and submits Faculty Leave Report and other reports as required/requested.
• Provides patient care support by composing letters and forms, printing clinic and surgery schedules, and handling and redirecting patient calls.
• Creates and formats presentations and posters for faculty, fellows and other team members.
• Updates curriculum vitae and biographical sketches for faculty as required, including current publications, presentations, committee memberships, and awards.
• Maintains current CV's and biographical sketches in Faculty Information System (FIS) for assigned faculty.
• Searches and retrieves journal articles from online databases or MDACC Research Medical Library.
• Orders articles via the Inter-library Request Form (ILLIAD).
• Prepares, types, and assembles drafts and manuscripts.
• Submits manuscripts to Scientific Publications for review and editing prior to submitting to journal(s).
• Obtains required signatures and forwards to appropriate institutional departments for approval.
• Types, compiles, and assembles grant applications using appropriate and current forms.
• Verifies accuracy and completeness of text, and budget numbers and ensures that all the necessary forms are accurate, complete, and in the proper sequence.
• Prepares and maintains abstracts and biographical sketches for faculty and other staff as needed for grant submissions and other requests.
• Obtains required signatures from the Surgery Department Administrator, Chairman, and Division Head prior to forwarding the grant to the Office of Research for approval.
• Maintains copy of grant for the faculty file and provides a copy to the accountant for department files.
• Establishes and maintains grant files for new and existing grants/proposals.
• Reviews and reconciles designated grant, research and other company/center accounts belonging to assigned faculty, on a monthly basis, to verify accuracy and to resolve errors.
• Compares company/center report expenses with expense documents received for purchases made or services performed.
• Receives and files expense/supporting documents and company/center reports, in the designated location, as they are received, to ensure that they are accessible when needed.
• Accesses the Financial/Purchasing Database to review and verify encumbered/estimated expenses posted and confirm actual expenses incurred.
• Notifies the Office Manager, Financial Analyst or Operations Manager of any discrepancies and adjustments, as necessary.
• Other duties as assigned.

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: Senior
• Education Level: High school or GED