Senior Administrative Assistant - Hematopathology

Join MD Anderson’s Hematopathology Administration team as a Senior Administrative Assistant and play a vital role in supporting faculty, departmental operations, and the clinical services that contribute to exceptional cancer care. You’ll serve as a trusted partner to faculty and departmental leadership, helping keep complex schedules, critical documentation, financial activities, and daily operations running smoothly at one of the world’s leading cancer centers.

What’s in it for you? This role offers a broad range of responsibilities and the opportunity to become an indispensable resource in a specialized academic and clinical environment. You’ll coordinate complex calendars, meetings, conferences, travel, faculty recruitment, and onboarding while preparing and maintaining important correspondence, presentations, manuscripts, grant materials, and academic documentation. You’ll also support faculty career milestones by maintaining CVs, NIH biosketches, credentialing records, promotion and tenure materials, and other essential documentation.

You’ll have the opportunity to take ownership of departmental operations while working with colleagues across the institution. From coordinating office logistics, timekeeping, facilities and IT requests, equipment, and inventory to processing purchase requisitions, travel reimbursements, and financial transactions, you’ll help maintain efficient workflows and strong financial controls. You’ll also monitor and reconcile departmental and faculty accounts, track expenditures, prepare expense projections, and support research protocols, grant submissions, and regulatory documentation. In addition, you’ll coordinate the pickup, transfer, and distribution of clinical cases, slides, and tissue blocks to faculty according to service schedules, helping support timely diagnostic workflows.

This position is ideal for a highly organized, proactive administrative professional who can manage competing priorities, exercise sound judgment with confidential information, and build effective relationships with faculty, trainees, institutional partners, and external organizations. You’ll gain exposure to the intersection of academic medicine, clinical operations, research, and faculty administration while making a meaningful contribution to the department’s success. MD Anderson offers competitive pay, an annual merit increase program, annual incentive opportunities, an employer-funded pension contribution, medical, dental and vision coverage, generous paid time off, and opportunities for professional growth and development.

Bring your organizational expertise, attention to detail, and commitment to service to a role where your work helps faculty succeed, departmental operations thrive, and patient care remain a priority.

The hours are Monday - Friday 8am-5pm with 4 days onsite and 1 day remote. The ideal candidate will have experience supporting faculty in a research setting.

JOB SPECIFIC COMPETENCIES

Administrative & Operational Support

Provide high-level administrative support to departmental faculty by managing complex calendars, coordinating meetings, conferences, clinic schedules, and travel arrangements including airfare, lodging, transportation, registrations, and reimbursements. Prepare and maintain correspondence, reports, memoranda, presentations, manuscripts, protocols, grant documentation, and other faculty-related materials while ensuring compliance with institutional, departmental, and divisional policies.

Maintain faculty records including CVs, NIH biosketches, licensure renewals, credentialing documentation, specialty society memberships, educational appointments, visa sponsorship materials, and promotion and tenure documents. Coordinate faculty leave requests, PTO, extramural travel, and expenditure tracking logs while ensuring timely submission of required documentation.

Office Operations & Departmental Coordination

Manage daily office operations including Kronos timekeeping, FMLA tracking, work orders, asset transfers, FAR submissions, contracts, inventory management, office supply purchasing, website updates, equipment maintenance, and building access requests. Interface with facilities and IT to resolve physical plant issues, software concerns, hardware support requests, and equipment servicing.

Exercise independent judgment in handling confidential information and resolving administrative issues while maintaining efficient departmental workflows and ensuring continuity of operations.

Clinical, Case Management & Faculty Support

Coordinate pickup, transfer, and distribution of clinical cases, slides, and blocks to faculty according to service schedules to support timely patient diagnosis and clinical operations. Maintain accurate off-site equipment documentation and assist with departmental workflows related to patient care support activities.

Support faculty recruitment, onboarding, interviews, credentialing, and new appointments by coordinating schedules, travel arrangements, agendas, and required institutional documentation.

Financial Administration & Compliance

Process purchase requisitions, payment requests, travel reimbursements, outside lecture reimbursements, and purchase orders. Monitor, reconcile, and analyze faculty and departmental PRS accounts, maintain expenditure records, conduct financial audits when applicable, prepare expense reports and projections, and ensure adherence to institutional financial policies and internal controls.

Research, Grants & Academic Support

Assist with research protocols, grant submissions, and regulatory documentation by coordinating and ensuring timely completion of institutional and governmental requirements. Support manuscript preparation, educational materials, literature searches, and submission of required reports while maintaining compliance with applicable guidelines.

This role serves as a critical liaison between faculty, trainees, administration, institutional departments, and external entities to support efficient operations, faculty productivity, financial stewardship, regulatory compliance, and continuity of patient care services.

Other duties as assigned