Senior Administrative Assistant - Chief Quality Office

Senior Administrative Assistant

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Within the Chief Quality Office Division, this role provides critical administrative support to divisional leadership and multiple departments that help advance quality programs, operational excellence, and organizational effectiveness across UT MD Anderson.

The Senior Administrative Assistant serves as a key administrative partner supporting the Executive Director for Quality Programs and additional leaders across the division. The Senior Administrative Assistant must effectively manage competing priorities, communicate with leaders and stakeholders, and ensure seamless administrative operations. The Senior Administrative Assistant plays an important role in supporting departmental functions, divisional initiatives, and organizational goals.

The ideal candidate has an Associate's or Bachelor's degree, preferably in a business or healthcare-related field, along with administrative experience supporting leaders in a professional environment. Candidates who demonstrate strong communication skills, professionalism, follow-through, experience with calendaring and meeting coordination, proficiency with Microsoft Office, and a willingness to work onsite as business needs require will be highly successful in this role.

Minimum $21.88 – Midpoint $27.40 – Maximum $32.93 per hour

The typical work schedule is onsite Wednesdays and additional days as needed based on departmental and divisional requirements.

Why Us?
At UT MD Anderson, this position offers the opportunity to directly support quality-focused initiatives that impact patient care and organizational excellence. This role provides broad exposure to executive leadership, divisional operations, and cross-functional collaboration while offering opportunities to develop advanced administrative expertise, project coordination skills, and operational knowledge in a mission-driven environment.
• 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.

Responsibilities
Management Support
• Perform calendar management for assigned leaders and teams, including scheduling meetings, coordinating invitations, and preventing scheduling conflicts
• Support virtual and in-person meetings by driving presentations, managing chat functions, troubleshooting technical issues, and tracking attendance
• Create and format PowerPoint presentations, Excel spreadsheets, and Word documents
• Prepare, proofread, and format correspondence, reports, presentations, and related materials
• Represent the department and act on behalf of leadership when delegated authority is granted
• Serve as a liaison between departmental leadership and internal or external stakeholders

Department Support
• Serve as department timekeeper and ensure time-off usage aligns with institutional guidelines while resolving timekeeping issues
• Coordinate travel arrangements and submit expense reimbursement reports
• Coordinate catering, room setup, audiovisual support, and meeting logistics for departmental events
• Maintain departmental records, filing systems, and records management processes
• Track and ensure required certifications and licensures remain current
• Process purchase requests, maintain supporting documentation, and perform reconciliations
• Research and provide administrative process information and insights
• Monitor departmental supply and equipment needs, including support for new staff onboarding
• Identify and resolve routine administrative barriers and process inconsistencies using sound judgment and institutional knowledge

Division Operations
• Provide onsite support on assigned days and additional days as needed
• Serve as backup support for assigned areas, including calendar management, Kronos, Concur, and purchasing activities
• Manage vendor relationships supporting divisional business needs
• Support divisional meetings, accreditation surveys, awareness events, and other special events
• Serve as a liaison between departments and the administrative office and escalate concerns appropriately

Committee & Project Support
• Coordinate committee agendas, meeting materials, meeting locations, and virtual meeting support
• Create and format presentations and supporting meeting documents
• Track, reconcile, and report meeting attendance
• Record and distribute meeting minutes and notes
• Support special projects including equipment coordination, reconciliations, intern appointments and reappointments, inventory management, website updates, and vendor contract execution

Leadership & Process Improvement Support
• Serve as a subject matter expert for standard administrative processes
• Lead or coordinate administrative components of divisional initiatives and process improvement efforts
• Support an Executive Director with extensive calendaring requirements
• Provide administrative assistance to divisional leadership including one director and five managers as needed