Senior Administrative Assistant - Lymphoma Myeloma

UT MD Anderson Cancer Center • Houston, TX

3d • Hybrid

About The Position

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Department of Lymphoma & Myeloma supports faculty, researchers, and clinicians dedicated to advancing cancer treatment through innovative clinical care, research, and education. The Senior Administrative Assistant provides comprehensive support to faculty members in leadership roles and plays a critical role in maintaining efficient departmental operations. The Senior Administrative Assistant coordinates administrative activities, meetings, travel, and special events while serving as a central point of contact for faculty and collaborators. UT MD Anderson is internationally recognized for excellence in cancer care, research, education, and prevention. The Senior Administrative Assistant works closely with faculty leaders, research teams, clinical teams, and external collaborators to support departmental goals and ensure operational excellence. This Senior Administrative Assistant position offers the opportunity to contribute to the success of one of the nation's leading cancer centers while supporting high-level academic and clinical activities. The ideal candidate will have experience working in an academic medical center, the ability to support faculty members in a fast-paced environment, strong Microsoft Office and Microsoft Word skills, and exceptional organizational abilities.

Requirements

• High School Diploma or Equivalent
• Five years Administrative/secretarial experience or three years required experience with Associate's degree or one 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 or Bachelor's Degree
• Experience working in an academic medical center
• Ability to support faculty members in a fast-paced environment
• Strong Microsoft Office and Microsoft Word skills
• Exceptional organizational abilities

Responsibilities

• Provide administrative support to several Lymphoma & Myeloma faculty members in leadership roles and file and rank faculty.
• Arrange and manage assigned faculty calendars.
• Coordinate and manage faculty travel arrangements.
• Process and track faculty reimbursement requests.
• Assist faculty with preparation of presentations.
• Coordinate ordering of posters and manuscripts.
• Communicate with internal collaborators to arrange business meetings.
• Communicate with external collaborators and customers to arrange business meetings.
• Schedule meetings through Zoom, Microsoft Teams, and in-person formats.
• Secure meeting locations and conference rooms.
• Prepare meeting rooms and presentation environments.
• Set up computers and projectors for presentations.
• Send calendar invitations to meeting participants.
• Record meeting minutes during meetings and conferences.
• Distribute meeting minutes to attendees.
• Follow up on action items resulting from meetings and conferences.
• Order office supplies and departmental materials as requested.
• Prepare travel packets for faculty preapproval in accordance with departmental policy.
• Manage all logistics associated with faculty travel.
• Identify and coordinate appropriate coverage when assigned faculty members are traveling.
• Serve as backup support for other administrative assistants within the Department of Lymphoma & Myeloma.
• Schedule programmatic meetings and conferences for assigned faculty members.
• Coordinate clinical laboratory meetings.
• Coordinate research laboratory meetings.
• Coordinate meetings associated with committee chair responsibilities.
• Coordinate meetings associated with conference chair responsibilities.
• Ensure meetings and conferences are organized and ready for faculty leadership.
• Coordinate travel arrangements for faculty guests.
• Coordinate travel arrangements for research team members.
• Coordinate travel arrangements for clinical team members.
• Coordinate travel arrangements for external collaborators.
• Prepare travel packets for guest travel preapproval in accordance with departmental policy.
• Ensure all Provider Outage Forms are completed accurately.
• Obtain Clinical Medical Director signatures on Provider Outage Forms.
• Manage Provider Outage Forms for 122 providers, including faculty and Advanced Practice Providers.
• Ensure clinics are appropriately blocked during provider absences.
• Assist with recovering patient appointment slots affected by provider absences.
• Support providers in meeting budgeted clinical targets.
• Maintain documentation and tracking related to provider outage activities.
• Provide full logistical coordination for monthly faculty dinners.
• Communicate with vendors to coordinate faculty dinner events.
• Coordinate catering arrangements for faculty dinners.
• Coordinate venue setup activities for faculty dinners.
• Manage faculty dinner scheduling activities.
• Provide onsite support during faculty dinner events.
• Oversee event timelines to ensure successful execution.
• Manage attendee communications for faculty dinners.
• Track and manage event RSVPs.
• Assist with budgeting activities for faculty dinners.
• Conduct post-event follow-up activities.
• Provide administrative support to several Lymphoma/Myeloma faculty in leadership roles as well as file and rank faculty.
• Arrange and manage assigned faculty’s calendars, travel, and reimbursements.
• Assist faculty with preparation of presentations and ordering of posters/manuscripts.
• Communicate with internal and external collaborators and customers to arrange business meetings (via zoom, teams and or in-person).
• Secure location of meetings, sets up computer and projector for presentation, sends out calendar invitations to participations, and take meeting minutes.
• Order office supplies, and other items as requested.
• Make travel arrangements for assigned faculty within the Department of Lymphoma & Myeloma. This includes all logistics for the travel to include preparing travel packets for preapproval as per Departmental policy. Identifying appropriate coverage when assigned faculty are traveling.
• Serve as the back up to other administrative assistants within the Lymphoma & Myeloma Department

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, and 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