Administrative Assistant - Head/Neck Breast Surgery Inpatient Unit

The University of Texas MD Anderson Cancer Center is a world-renowned institution dedicated to cancer patient care, research, education, and prevention. Within Head/Neck Breast Surgery Inpatient Unit, the Administrative Assistant plays a vital role in supporting daily operations, facilitating communication, coordinating resources, and ensuring administrative functions are completed efficiently and accurately.

The Administrative Assistant position offers an opportunity to contribute to the mission of UT MD Anderson through professional administrative support and coordination. The Administrative Assistant serves as a key resource for department leadership, staff, and stakeholders, while the Administrative Assistant helps maintain operational effectiveness through organization, communication, and attention to detail.

The ideal candidate will have a Bachelor's Degree and a strong foundation in administrative support functions. Candidates should possess experience coordinating calendars, preparing correspondence, maintaining confidential records, supporting meetings and events, and managing multiple priorities. Individuals with strong organizational, communication, and problem-solving skills will be well suited for this role.

Salary Range (40-hour work week)\: Minimum $19.71/hour – Midpoint $24.52/hour – Maximum $29.33/hour
The typical work schedule is Monday – Friday fully onsite 7am – 3\:30pm or 8am – 4\:30pm.
Work Location\: Main Campus

Why Us?
At UT MD Anderson, this role directly supports the operational excellence necessary to advance groundbreaking cancer care, research, education, and prevention efforts. Administrative professionals contribute to the success of departmental initiatives by ensuring efficient coordination, communication, and resource management, while gaining valuable experience and opportunities for professional growth in a mission-driven environment that values collaboration and work-life balance.
• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance. • Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options. • Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups. • Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Summary
The Administrative Assistant provides complex administrative and secretarial support.

Responsibilities

• Perform routine administrative and secretarial duties • Type abstracts and manuscripts according to specific grant formats • Maintain calendars for physicians and supervisors • Take, prepare, and distribute meeting minutes • Make travel arrangements and prepare expense reports
• Maintain complex confidential patient and/or general office files • Arrange conferences, including room reservations, catering, and equipment coordination • Compile reports as assigned • Compose formal and informal correspondence • Create and format presentations
• Coordinate departmental human resources activities • Process confidential personnel paperwork and maintain records • Support performance appraisal and job information processes • Write position descriptions as needed • Collaborate with financial and human resource divisions to resolve funding, job level, or information issues
• Interpret institutional policies for employees • Monitor and balance departmental budget activity • Conduct account review, tracking, analysis, and cost projections • Prepare budget status reports and identify potential issues • Ensure timely submission of required reports and documents for manuscripts and grants
• Track project and grant stages and alert investigators regarding deadlines • Initiate response processes related to submissions and compliance requirements • Coordinate faculty recruitment activities as assigned • Support training initiatives and scheduling activities for graduate students and visiting fellows • Supervise work distribution and processing activities within clerical areas