Administrative Assistant Technology Support

UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. Within the Continuing Professional Education department, the Administrative Assistant plays a key role in supporting administrative operations, financial processes, and systems coordination that enable the successful delivery of educational programming and departmental initiatives.

About the role

The Administrative Assistant collaborates closely with team members to manage workflows, communications, and systems that support CE activities. The role is essential to maintaining efficient operations in a fast-paced environment, ensuring accuracy, organization, and responsiveness across multiple priorities. The ideal candidate demonstrates a strong ability to manage and maintain SharePoint sites, departmental storefronts, Microsoft Teams, Qualtrics, and other web-based platforms, with a high level of technical proficiency. Must be willing to come onsite for events, meetings, etc.

At UT MD Anderson, the Administrative Assistant contributes directly to advancing professional education initiatives that support healthcare professionals and improve patient outcomes. This role offers the opportunity to develop administrative, financial, and systems coordination expertise while working in a mission-driven environment that values growth, collaboration, and operational excellence.

Responsibilities

• Systems and Process Coordination
  • Maintain SharePoint department intranet and internet sites with updates on upcoming CE conferences
  • Manage OneDrive tracking grids and intake forms to centralize project assignments and financial status data, ensuring quality control
  • Maintain and update Teams channels for the CPE department, Professional Education Committee, and Regularly Scheduled Series teams
  • Administer Qualtrics intake systems used to route marketing and communication requests
  • Support Learning Management System functions by facilitating marketing communications, including email distributions and conference announcements
• Administrative Support
  • Assist the Administrative Manager in coordinating meetings, including scheduling, agenda preparation, and minute-taking
  • Maintain and update departmental records, databases, and filing systems
  • Manage incoming and outgoing correspondence, ensuring timely and appropriate responses
  • Maintain inventory of supplies and coordinate office equipment service requests
  • Coordinate travel arrangements and accommodations for staff
  • Prepare and distribute materials for presentations, workshops, and conferences
• General Administrative Duties
  • Provide general administrative support including ordering and maintaining supplies and equipment
  • Manage inventory and coordinate maintenance and repairs
  • Assist with onboarding and orientation of new staff members
  • Handle confidential and sensitive information with professionalism and discretion
• Financial Reconciliation
  • Collaborate with finance to process invoices, expense reports, and purchase orders for CE activities
  • Ensure accurate financial tracking and compliance with budget guidelines
• Perform additional responsibilities as assigned

Requirements

• Education
  • Required: High School Diploma or Equivalent
  • Preferred: Bachelor's Degree in education, business administration, health sciences or related field
• Experience
  • Required: Four years Administrative/secretarial experience. No experience required with preferred degree.
  • Preferred: Experience maintaining SharePoint sites, departmental storefronts, Microsoft Teams, Qualtrics, and other web-based platforms, with a high level of technical proficiency.
• Must pass pre-employment skills test as required and administered by Human Resources
• This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

Benefits

• 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

Pay

Minimum Salary: $41,000 USD
Midpoint Salary: $51,000 USD
Maximum Salary: $61,000 USD

Schedule

• Full-Time, regular employee status
• Work Week: Days
• FLSA: Non-exempt and eligible for overtime pay
• Work Location: Remote (within Texas only)