Senior Administrative Assistant - Gastroenterology & Hepatology

UT MD Anderson Cancer Center•Houston, TX

2d•Hybrid

About The Position

The Senior Administrative Assistant provides complex administrative support requiring independent judgment, initiative, discretion, and knowledge of medical terminology and administrative procedures. The Senior Administrative Assistant supports departmental operations that directly impact patient care, research, and education while ensuring efficient coordination of faculty, departmental, and administrative activities. Gastroenterology & Hepatology is a dynamic clinical and academic department supporting patient care, research, and educational initiatives. The administrative team is very knowledgeable and works well together. The Senior Administrative Assistant plays an essential role in supporting six clinical faculty members, including two full professors, two associate professors, and three assistant professors, while ensuring the ongoing operational needs of the department are met. The Senior Administrative Assistant contributes significantly to departmental efficiency, productivity, and service excellence. The ideal candidate will have 5-8 years of administrative support experience, preferably in an academic or healthcare environment, with a strong background in faculty support and departmental operations. This individual must be proficient in Kronos, travel and expense management (Concur), calendar coordination, and CV management, while demonstrating exceptional organizational and communication skills. Experience with purchasing, Web Schedule, and Microsoft Office applications is preferred.

Requirements

Ability to provide high-level administrative support
Ability to manage faculty calendars
Ability to coordinate travel through Concur
Ability to process reimbursement and expenditure documentation
Ability to maintain confidential information
Ability to assist with patient care communications
Ability to serve as a Kronos timekeeper
Ability to create and format manuscripts and presentations
Ability to maintain departmental records
Ability to verify compliance with institutional requirements, guidelines, and policies
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

Knowledge of medical terminology and administrative procedures
Proficiency with Concur and Kronos systems
Strong organizational and communication skills
Experience supporting departmental purchasing, inventory, badge administration, and operational functions.
Experience with purchasing, Web Schedule, and Microsoft Office applications

Responsibilities

Provide high-level administrative support to critical departmental functions
Support six clinical faculty members at the main location
Establish priorities and deadlines for completion of projects and assignments
Utilize independent judgment, initiative, and discretion when handling confidential information
Verify compliance with institutional requirements, guidelines, and policies
Gather facts, analyze information, and determine appropriate solutions based on departmental practices
Maintain departmental efficiency, productivity, and operational effectiveness
Perform other duties as assigned
Manage faculty calendars and communicate scheduling conflicts, confirmations, and meeting reminders
Prepare and coordinate travel itineraries through the Concur system
Ensure timely submission of faculty reimbursement expense reports
Maintain and track annual EXT hours
Maintain curriculum vitae in the appropriate institutional format
Create and format manuscripts, protocols, slides, and presentation materials
Update Faculty PRS Development Fund expenditure reports monthly
Manage conference room reservations
Monitor company and center budget activity as assigned
Ensure expenditures are processed according to institutional guidelines
Ensure faculty reimbursement requests are completed accurately and timely
Serve as primary Kronos timekeeper
Process Web Schedule updates as needed
Serve as backup to the departmental purchasing system
Serve as backup for asset management and departmental inventory
Process departmental office and kitchen supply orders
Manage departmental key control activities
Assist with the patient care process by handling calls from patients, referring physicians, care centers, and new patient referrals
Process Block/Unblock Clinical Schedule notifications
Maintain and update department directories and phone coverage schedules
Process signage requests and badge activations for the department
Serve as backup for maintaining and updating GHN IP on-call assignments in the institutional Web On Call calendar
Coordinate communication among faculty, staff, patients, and external stakeholders.

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.