Sr Administrative Assistant / Pathology Admin
The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Through integrated programs in patient care, research, prevention, and education, UT MD Anderson is committed to eliminating cancer in Texas, the nation, and the world.
The Senior Administrative Assistant supports faculty productivity, departmental operations, financial stewardship, research administration, and continuity of patient care services. The Senior Administrative Assistant serves as a key administrative liaison among faculty, trainees, departmental leadership, institutional departments, and external entities. The Senior Administrative Assistant independently manages complex administrative responsibilities requiring sound judgment, initiative, strong customer service, and operational excellence within [Department information not provided].
The ideal candidate will possess strong administrative experience supporting faculty or leadership in a complex healthcare, academic, or research environment. Preference will be given to candidates with demonstrated experience coordinating calendars, travel, financial processes, faculty affairs activities, research administration, and confidential records management.
Why Us?
UT MD Anderson offers the opportunity to contribute directly to an organization dedicated to advancing cancer care, research, education, and prevention. This role supports critical faculty, clinical, research, and operational activities while providing opportunities for professional growth, collaboration, and meaningful impact in a mission-driven environment that values excellence, innovation, and service.
• 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
Faculty & Administrative Support
• Provide high-level administrative support to faculty through complex calendar management and meeting coordination
• Coordinate complex travel arrangements including airfare, lodging, transportation, registrations, reimbursements, and related documentation
• Prepare and maintain correspondence, reports, memoranda, presentations, manuscripts, protocols, grant materials, and faculty-related documents
• Maintain faculty records including CVs, NIH biosketches, credentialing documents, memberships, and educational appointments
• Coordinate faculty licensure renewals and maintain documentation supporting visa sponsorship, promotion, tenure, and faculty affairs processes
• Manage faculty leave requests, PTO, extramural travel, expenditure tracking logs, and required submissions
• Independently prioritize multiple assignments and follow projects through completion
• Anticipate faculty needs, resolve challenges proactively, and escalate issues appropriately when needed
Office Operations & Departmental Coordination
• Support Kronos timekeeping, work orders, asset transfers, FAR submissions, internal contracts, and inventory management
• Coordinate office supply purchasing, website updates, equipment maintenance, building access requests, and workspace transitions
• Partner with Facilities, Information Technology, and institutional departments to resolve operational support needs
• Handle confidential information with discretion and sound judgment
• Identify operational issues and develop effective administrative solutions
• Support workflow continuity and efficient departmental operations
• Adjust priorities effectively to meet changing faculty, clinical, and operational demands
Clinical Support
• Coordinate requests, pickup, transfer, and distribution of clinical cases, slides, and blocks according to service schedules
• Ensure accurate, timely, and confidential handling of clinical materials supporting patient care activities
• Provide administrative support for clinical conferences by coordinating slides, pathology reports, and required materials
• Cross-reference patient lists provided by clinical teams to support conference preparation
• Deliver pathology materials to presenting pathologists within established timelines
• Transmit pathology reports to authorized recipients and appropriately route inquiries to responsible clinical staff
• Support faculty clinical service schedules and respond to schedule modifications as needed
Financial Administration & Compliance
• Process purchase requisitions, payment requests, purchase orders, travel reimbursements, and outside lecture reimbursements
• Monitor, reconcile, analyze, and maintain assigned faculty and departmental PRS accounts
• Review account activity, research discrepancies, and coordinate corrective actions
• Prepare expense reports and estimate projected travel expenditures
• Track committed and available PRS funds accurately
• Perform financial activities in accordance with institutional policies and internal controls
Research, Grants & Academic Support
• Assist with research protocols, grant submissions, and regulatory documentation requirements
• Coordinate administrative activities supporting timely completion of institutional and governmental submissions
• Support manuscript preparation, submissions, presentations, educational materials, and required reports
• Conduct literature searches and assist with academic support activities
• Participate in departmental committees, work groups, special projects, and process improvement initiatives
• Contribute administrative expertise to support departmental goals, compliance, and team effectiveness
• Perform other duties as assigned