Sr Administrative Assistant Integrative Medicine Program

UT MD Anderson Cancer Center • Houston, TX

3d

About The Position

The Senior Administrative Assistant provides complex administrative and operational support to faculty, clinical providers, and departmental leadership within the Department of Palliative, Rehabilitation, and Integrative Medicine. The position supports patient-related communications, research activities, academic initiatives, clinical operations, and daily departmental administration. The role requires managing multiple priorities, sensitive information, complex schedules, faculty support functions, financial processes, and confidential communications accurately and in accordance with UT MD Anderson policies and procedures.

The position also supports faculty affairs, meetings and scholarly activities, travel, events, and financial administration. The ideal candidate has advanced administrative support experience in a healthcare, academic, or research environment and strong organizational, communication, and multitasking skills. A pre-employment skills test may be required. The role may involve maintaining the security and integrity of critical infrastructure; satisfying and maintaining any related requirements is a condition of hire and continued employment.

Requirements

• High school diploma or equivalent.
• Five years of administrative or secretarial experience; three years with an associate's degree; or one year with a bachelor's degree.
• Must pass a pre-employment skills test if required and administered by Human Resources.
• Must satisfy and maintain any requirements necessary to ensure the continued security and integrity of critical infrastructure, if applicable.

Nice To Haves

• Associate's degree or bachelor's degree.
• Experience providing advanced administrative support to faculty in a healthcare, academic, or research environment.
• Strong organizational, communication, and multitasking skills.
• Knowledge of advanced secretarial procedures and ability to manage complex schedules, faculty support functions, financial processes, and confidential communications.

Responsibilities

• Provide high-level administrative support for departmental administration and/or multiple departmental faculty.
• Prioritize assignments independently and identify resources needed to complete tasks efficiently.
• Support department staff as needed and provide coverage during absences and vacations.
• Oversee administrative support staff special projects as assigned by the operations manager.
• Support staff training while meeting deadlines and following institutional policies and procedures.
• Distribute incoming and outgoing mail and lab coats.
• Maintain records and manage retention of vital files.
• Prepare documents for meetings, special events, and special projects.
• Coordinate with administrative staff across departments regarding institutional initiatives and research activities.
• Answer and direct incoming calls from patients, referring physicians, care centers, and new patient referrals.
• Manage sensitive communications involving physicians and patients.
• Manage daily Outlook calendars, including meeting invitations, room reservations, clinic schedules, and on-call schedules.
• Coordinate and submit Web Schedule time-off requests according to department guidelines.
• Manage faculty and clinical provider administrative processes, including appointment packets, promotions, annual appraisals, midterm reviews, and credentialing.
• Maintain medical licenses, certifications, memberships, and renewal documentation.
• Edit and submit letters of reference and other requested faculty documents.
• Maintain continuing medical education credits.
• Create and maintain monthly curriculum vitae updates and current biographical sketches.
• Coordinate staff, faculty, operational, and institutional meetings, including room scheduling, attendee confirmation, and reminders.
• Coordinate principal investigator weekly meetings with research teams.
• Organize and participate in blueprint meetings for protocols.
• Conduct article searches through PubMed and Google Scholar and submit ILLiad requests.
• Design PowerPoint presentations and scientific posters for educational presentations and conferences.
• Create, edit, and coordinate book and manuscript publications.
• Incorporate research team comments into manuscripts, abstracts, and protocols.
• Ensure timely submission of abstracts and manuscripts to journals and professional organizations.
• Coordinate faculty travel and training, including flights, transportation, hotel accommodations, and conference registrations.
• Coordinate events, including room reservations, speakers, invited guests, equipment needs, and catering requests.
• Create, manage, and coordinate Concur authorization requests for travel.
• Manage expense reimbursement processes.
• Coordinate financial transaction approvals with the finance team.
• 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 Extended Illness Bank.
• Paid holidays and 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED