Administrative Assistant - Chief Quality Office

MD Anderson Cancer Center’s Chief Quality Office advances patient safety, quality, and operational excellence across the institution. This highly collaborative environment requires strong administrative support to keep important institutional initiatives moving forward.

About the role

This Administrative Assistant position provides hands-on administrative and operational support across a dynamic division. The role is ideal for an organized, adaptable professional who enjoys managing multiple priorities, supporting leaders and teams, and serving as a dependable resource in an environment where priorities can change quickly.

Responsibilities

• Provide day-to-day administrative support including calendar management, meeting coordination, mail processing, purchasing, ProCard responsibilities, supply management, and departmental record keeping.
• Anticipate needs, avoid scheduling conflicts, maintain appropriate documentation, and ensure leaders and teams have necessary resources.
• Coordinate departmental logistics and operations: travel arrangements, expense reports, catering, room setup, audiovisual needs, events, timekeeping, purchasing, reconciliations, and certification or licensure tracking.
• Serve as a resource and liaison for the division, working with vendors, administrative leaders, supported departments, and the Chief Quality Office to resolve issues and escalate concerns when appropriate.
• Provide backup support for functions such as Kronos, Concur, purchasing, and calendar management.
• Contribute to special projects and division-wide initiatives, including accreditation surveys, awareness events, equipment coordination, inventory, website management, vendor contracts, and other operational assignments.

Administrative Support

• Perform calendar management for assigned leaders or teams, including scheduling routine meetings, sending invites, and avoiding conflicts.
• Function as primary purchaser/ProCard holder for office supplies, materials, equipment, and special orders; maintain supply par levels and appropriate documentation.
• Process incoming and outgoing mail; coordinate mail requests.

Department Support

• Act as department timekeeper; ensure time off usage aligns with institutional guidelines and resolve timekeeping issues.
• Coordinate and prepare travel arrangements and submit appropriate expense reports.
• Coordinate catering, room setup, and AV needs for meetings/events; execute event logistics.
• Maintain departmental records, filing systems, and coordinate records management.
• Ensure required certifications/licensures are renewed and up to date.
• Process purchase requests for assigned areas, maintain appropriate documents, and perform reconciliations.
• Provide insights or find relevant information on administrative processes.
• Regularly check to ensure supported teams have necessary supplies and equipment, including for new employees.

Division Operations

• Provide onsite support on assigned days (Tuesday) and as needed.
• Serve in a backup capacity for assigned areas including calendar management, Kronos, Concur, and purchasing-related tasks.
• Manage vendor relations for various division needs.
• Support events across the division, including departmental/divisional meetings, accreditation surveys, and awareness events.
• Act as liaison between department and administrative office; escalate issues when appropriate.
• Contribute to special assignments such as equipment coordination, reconciliations, intern appointments/reappointments, inventory, website management, and vendor contract execution.

Requirements

• High School Diploma or equivalent (required).
• Bachelor’s Degree (preferred).
• 4 years of administrative/secretarial experience or no experience required with preferred degree.
• Must pass pre-employment skills test as required and administered by Human Resources.

Benefits

• Comprehensive total rewards package, including paid medical benefits.
• Generous paid time off.
• Retirement plans.
• Tuition assistance and professional development opportunities.
• Additional benefits, including the opportunity to build a rewarding career at one of the world’s leading cancer centers.

Pay

• Minimum Salary: $41,000 USD
• Midpoint Salary: $51,000 USD
• Maximum Salary: $61,000 USD
• FLSA: Non-exempt and eligible for overtime pay.

Schedule

Full-time, hybrid onsite/remote position. This position will work 1 day onsite a week (Tuesday) with more required as needed. Work week: Days.