Senior Administrative Assistant - Radiation Oncology Department

UT MD Anderson Cancer Center•Houston, TX

4d•Onsite

About The Position

The Senior Administrative Assistant in the Department of Radiation Oncology at The University of Texas MD Anderson Cancer Center plays a crucial role in supporting faculty, clinical operations, departmental programs, and administrative initiatives. This department is a leader in innovative cancer treatment through advanced radiation therapies, multidisciplinary collaboration, clinical research, and educational initiatives. The Senior Administrative Assistant contributes to these efforts by providing comprehensive administrative coordination, project management, calendar oversight, documentation management, financial administration, and faculty support. This role is essential for ensuring efficient departmental operations, maintaining compliance, facilitating communication, and enhancing program effectiveness. The ideal candidate will have strong administrative experience in a healthcare, academic, or research setting, with a proven ability to manage multiple priorities professionally and with attention to detail. Preferred qualifications include an Associate's or Bachelor's degree and experience with calendar, meeting, documentation, travel, and financial coordination.

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 or Bachelor's degree
Experience coordinating calendars, meetings, documentation, travel, and financial activities
Demonstrated ability to support faculty, departmental projects, and operational initiatives while managing multiple priorities with professionalism and attention to detail.

Responsibilities

Process licensing applications and renewals as required
Maintain Risk Management Education Credits (RME) documentation and records
Track attendance for Department Quality Assurance and Planning clinic meetings
Maintain documentation supporting compliance with institutional, state, and board certification requirements
Coordinate department-specific assignments and program-related projects
Create meeting agendas and prepare information for dissemination and review
Follow up with attendees to ensure completion of assigned action items
Prepare meeting, conference, and program support minutes
Maintain faculty curriculum vitae (CV), biographical sketch (biosketch), and other support (OS) documents monthly
Maintain faculty and staff time-off requests and clinic coverage records utilizing Kronos and Outlook service calendars
Proactively manage faculty Outlook calendars to support clinical operations
Administer departmental timekeeping activities through Kronos
Schedule meetings, classes, symposiums, conferences, seminars, and workshops
Coordinate institution-level events and visitor logistics
Develop seminar announcements and support event advertising efforts
Arrange visitor and guest travel accommodations
Facilitate departmental meetings as requested
Perform complex administrative duties supporting department leadership and faculty
Compose formal and informal correspondence
Create, edit, and format presentations and presentation materials
Coordinate onsite and virtual meetings including setup, preparation, facilitation, and follow-up activities
Manage departmental purchasing activities
Establish priorities and monitor special project status and deliverables
Support implementation of information systems, grants, and contract preparation activities
Assist department operations across multiple locations
Update the department website quarterly
Complete assigned educational courses and assist with departmental planning activities
Assist Department Operations Managers with faculty recruitment activities
Support faculty credentialing and other faculty actions
Coordinate faculty-sponsored visitor and candidate recruitment travel
Mentor new support staff during their first six months when assigned
Coordinate financial and service arrangements for departmental activities
Post and track PRS fiscal expenditures and complete monthly reconciliations
Monitor cost center expenses to prevent over-expenditures
Ensure compliance with funding source requirements, policies, and procedures when processing reimbursements and travel
Assist with policy creation, training initiatives, research efforts, and business management activities
Perform 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, 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