Sr Administrative Assistant Imaging Physics

MD Anderson Cancer Center•Houston, TX

1d•Hybrid

About The Position

The Senior Administrative Assistant provides advanced administrative and organizational support to faculty within the Department of Imaging Physics at The University of Texas MD Anderson Cancer Center. This role requires strong independent judgment, exceptional verbal and written communication skills, and the ability to collaborate effectively with individuals at all levels of the institution. The ideal candidate is a highly organized, proactive administrative professional with 5+ years of experience, committed to supporting faculty, trainees, and department operations through high-quality administrative service. This individual brings strong experience in financial processes (e.g., reconciliation, budgeting) and procurement and is capable of supporting faculty and associated lab operations in a fast-paced environment. Experience in healthcare or clinical setting is preferred.

Requirements

Strong independent judgment
Exceptional verbal and written communication skills
Ability to collaborate effectively with individuals at all levels of the institution
Highly organized, proactive administrative professional
Strong experience in financial processes (e.g., reconciliation, budgeting)
Experience in procurement
High School Diploma or Equivalent
5 years Administrative/secretarial experience OR 3 years experience with Associate's degree OR 1 year experience with Bachelor's degree
Proficient in Advanced Microsoft Office applications and Adobe
Able to demonstrate the advanced use of styles, headers, and footers in MS Word
Must pass pre-employment skills test as required and administered by Human Resources
Ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of critical infrastructure

Nice To Haves

Experience in healthcare or clinical setting
Associate's Degree or Bachelor's Degree
Certified Administrative Professional
Six years secretarial experience

Responsibilities

Manage faculty calendars, appointments, and scheduling changes.
Coordinate in-person and virtual meetings, seminars, and events.
Prepare meeting agendas, take minutes, and manage related documentation.
Process and track faculty leave requests and maintain clinical coverage schedules using systems such as QGenda, MS Teams, and Shifts.
Arrange and obtain approvals for travel; prepare timely and accurate travel and expense reports.
Maintain and update faculty CVs, profiles, certifications, and licenses within institutional systems.
Manage and reconcile faculty PRS accounts and other assigned funding sources.
Support daily administrative needs, including correspondence, purchasing, lab coat management, and general faculty assistance.
Collaborate with the grants team to ensure all required documentation is accurate and complete for faculty grant submissions.
Compose, proof, and transcribe documents, manuscripts, and correspondence.
Perform mathematical calculations and maintain spreadsheet tracking as needed.
Complete advanced PDF editing, including form completion and page management.
Prepare documents for signature using DocuSign.
Maintain confidential records and filing systems (electronic and hard copy).
Contribute to departmental desk manual updates.
Provide responsive assistance to department, division, and institution-wide inquiries.
Sort, distribute, and manage mail and courier items (FedEx, UPS, interoffice).
Participate in weekly department huddles and operational discussions.
Serve as primary or backup timekeeper using Kronos.
Perform non-capital department purchasing and maintain proper documentation.
Follow institutional procurement processes and recordkeeping policies.
Serve as backup support to other administrative team members as needed.
Participate in professional development, service excellence training, and department-selected engagement activities.
Perform other duties as assigned by leadership.