Sr Administrative Assistant / Pathology Admin

UT MD Anderson Cancer Center•Houston, TX

About The Position

The Senior Administrative Assistant supports faculty productivity, departmental operations, financial stewardship, research administration, and continuity of patient care services at The University of Texas MD Anderson Cancer Center. The position serves as an administrative liaison among faculty, trainees, departmental leadership, institutional departments, and external entities. It independently manages complex administrative responsibilities requiring sound judgment, initiative, strong customer service, and operational excellence. The role provides high-level faculty and office support; coordinates clinical materials and conference preparation; processes and monitors financial activities; and assists with research, grants, academic work, and compliance. The successful candidate will support changing faculty, clinical, and operational needs while handling confidential information appropriately. UT MD Anderson describes the position as an opportunity to contribute to an organization dedicated to cancer care, research, education, and prevention. The role offers collaboration and opportunities for professional growth in a mission-driven environment.

Requirements

High school diploma or equivalent required.
Administrative or secretarial experience: 5 years required without a degree; 3 years required with an associate's degree; or 1 year required 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 to the position.

Nice To Haves

Associate's degree or bachelor's degree.
Administrative experience supporting faculty or leadership in a complex healthcare, academic, or research environment.
Experience coordinating calendars, travel, financial processes, faculty affairs activities, research administration, and confidential records management.

Responsibilities

Provide high-level administrative support to faculty, including complex calendar management and meeting coordination.
Coordinate travel arrangements, including airfare, lodging, transportation, registrations, reimbursements, and related documentation.
Prepare and maintain correspondence, reports, memoranda, presentations, manuscripts, protocols, grant materials, and faculty-related documents.
Maintain faculty records, including CVs, NIH biosketches, credentialing documents, memberships, and educational appointments.
Coordinate faculty licensure renewals and maintain documentation for visa sponsorship, promotion, tenure, and faculty affairs processes.
Manage faculty leave requests, PTO, extramural travel, expenditure tracking logs, and required submissions.
Prioritize multiple assignments independently, follow projects through completion, anticipate faculty needs, resolve challenges proactively, and escalate issues when appropriate.
Support Kronos timekeeping, work orders, asset transfers, FAR submissions, internal contracts, and inventory management.
Coordinate office supply purchasing, website updates, equipment maintenance, building access requests, and workspace transitions.
Partner with Facilities, Information Technology, and institutional departments to resolve operational support needs.
Handle confidential information with discretion and sound judgment; identify operational issues and develop administrative solutions.
Support workflow continuity and efficient departmental operations while adjusting priorities to changing faculty, clinical, and operational demands.
Coordinate requests, pickup, transfer, and distribution of clinical cases, slides, and blocks according to service schedules.
Ensure clinical materials are handled accurately, promptly, and confidentially in support of patient care.
Coordinate slides, pathology reports, and other materials for clinical conferences; cross-reference patient lists and deliver pathology materials to presenting pathologists within established timelines.
Transmit pathology reports to authorized recipients and route inquiries to responsible clinical staff.
Support faculty clinical service schedules and respond to schedule modifications.
Process purchase requisitions, payment requests, purchase orders, travel reimbursements, and outside lecture reimbursements.
Monitor, reconcile, analyze, and maintain assigned faculty and departmental PRS accounts; investigate discrepancies and coordinate corrective actions.
Prepare expense reports, estimate projected travel expenditures, and accurately track committed and available PRS funds.
Perform financial activities in accordance with institutional policies and internal controls.
Assist with research protocols, grant submissions, and regulatory documentation requirements.
Coordinate administrative activities supporting timely completion of institutional and governmental submissions.
Support manuscript preparation and submissions, presentations, educational materials, and required reports.
Conduct literature searches and assist with academic support activities.
Participate in departmental committees, work groups, special projects, and process improvement initiatives.
Contribute administrative expertise to departmental goals, compliance, and team effectiveness.
Perform other duties as assigned.

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 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.