Senior Administrative Assistant - Chief Quality Office

UT MD Anderson Cancer Center•Houston, TX

3d•Onsite

About The Position

The Senior Administrative Assistant provides critical administrative support to divisional leadership and multiple departments within the Chief Quality Office Division at The University of Texas MD Anderson Cancer Center. The role primarily supports the Executive Director for Quality Programs and also assists other divisional leaders. It helps advance quality programs, operational excellence, and organizational effectiveness by managing competing priorities, communicating with leaders and stakeholders, and maintaining seamless administrative operations. The position provides management, departmental, division operations, committee, project, leadership, and process-improvement support. Duties include calendar and meeting coordination, preparing documents and presentations, timekeeping, travel and expense coordination, records and purchasing administration, event logistics, and support for divisional initiatives. The position is onsite Wednesdays and on additional days as needed based on departmental and divisional requirements. The stated pay range is $21.88 to $32.93 per hour, with a midpoint of $27.40. The role requires a high school diploma or equivalent and administrative/secretarial experience, with the required experience level varying by education. An associate's or bachelor's degree is preferred. Applicants must pass a pre-employment skills test if required and administered by Human Resources. The position may also require routine reviews and screening related to maintaining the security and integrity of critical infrastructure; satisfying and maintaining applicable requirements is a condition of hire and continued employment.

Requirements

High school diploma or equivalent.
Five years of administrative/secretarial experience with a high school diploma or equivalent; three years of required experience with an associate's degree; or one year of required experience with a bachelor's degree.
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 continued security and integrity of critical infrastructure, if applicable.

Nice To Haves

Associate's or bachelor's degree, preferably in a business or healthcare-related field.
Administrative experience supporting leaders in a professional environment.
Strong communication skills, professionalism, and follow-through.
Experience with calendaring and meeting coordination.
Proficiency with Microsoft Office.
Willingness to work onsite as business needs require.

Responsibilities

Manage calendars for assigned leaders and teams, schedule meetings, coordinate invitations, and prevent scheduling conflicts.
Support virtual and in-person meetings by driving presentations, managing chat functions, troubleshooting technical issues, and tracking attendance.
Create and format PowerPoint presentations, Excel spreadsheets, Word documents, correspondence, reports, and other materials.
Represent the department and act on behalf of leadership when delegated authority is granted.
Serve as a liaison between departmental leadership and internal or external stakeholders.
Serve as department timekeeper, ensure time-off usage aligns with institutional guidelines, and resolve timekeeping issues.
Coordinate travel arrangements and submit expense reimbursement reports.
Coordinate catering, room setup, audiovisual support, and other departmental event logistics.
Maintain departmental records, filing systems, and records management processes.
Track required certifications and licensures to ensure they remain current.
Process purchase requests, maintain supporting documentation, and perform reconciliations.
Research and provide information and insights about administrative processes.
Monitor departmental supply and equipment needs, including support for new staff onboarding.
Identify and resolve routine administrative barriers and process inconsistencies using sound judgment and institutional knowledge.
Provide onsite support on assigned days and additional days as needed.
Provide backup support for assigned areas, including calendar management, Kronos, Concur, and purchasing activities.
Manage vendor relationships supporting divisional business needs.
Support divisional meetings, accreditation surveys, awareness events, and other special events.
Serve as a liaison between departments and the administrative office and escalate concerns appropriately.
Coordinate committee agendas, meeting materials, locations, and virtual meeting support.
Track, reconcile, and report committee meeting attendance; record and distribute meeting minutes and notes.
Support special projects involving equipment coordination, reconciliations, intern appointments and reappointments, inventory management, website updates, and vendor contract execution.
Serve as a subject matter expert for standard administrative processes.
Lead or coordinate administrative components of divisional initiatives and process-improvement efforts.
Support an Executive Director with extensive calendaring requirements.
Provide administrative assistance to divisional leadership, including one director and five managers, as needed.

Benefits

Employer-paid medical coverage starting 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, wellness, childcare, and other leave options.
Tuition Assistance Program after six months of service.
Access to 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.
Educational opportunities and individual and team recognition.