Senior Administrative Assistant - Emergency Medicine

Our Emergency Medicine administrative team is a fun, collaborative, and hardworking group that takes pride in supporting our faculty and staff. We are looking for a Senior Administrative Assistant who is organized, dependable, and curious—someone who enjoys learning, asking questions, solving problems, and taking initiative. Experience supporting research or working in an academic or healthcare environment would be a plus, but we are equally interested in someone who is eager to learn and excited to contribute to a dynamic team. The ideal candidate will thrive in a fast-paced environment, work well as part of a team, and bring a positive, can-do attitude.

About the Role

The Senior Administrative Assistant supports complex administrative, operational, and financial activities that enable clinical and research faculty to maintain high levels of productivity in patient care, research, education, and departmental initiatives. Within Emergency Medicine, the Senior Administrative Assistant serves as a key administrative resource responsible for faculty support, travel coordination, timekeeping administration, and financial processes. The role works closely with faculty and departmental stakeholders to ensure efficient operations, compliance with institutional policies, and accurate administrative and financial reporting.

The ideal candidate will demonstrate strong administrative coordination, organization, communication, and financial tracking skills, with experience supporting multiple priorities in a fast-paced academic, research, or healthcare environment.

Responsibilities

• Faculty & Administrative Support
  • Coordinate, organize, and carry out daily office activities supporting highly productive clinical and research faculty
  • Maintain faculty calendars, appointments, meetings, and events
  • Compose, edit, and prepare correspondence and administrative documents
  • Track CME, RME, and ethics credits annually for assigned faculty
  • Prepare and submit the Texas Standardized Credentialing Application every two years
  • Maintain and update faculty CVs in the institutional electronic system
  • Maintain NIH Biosketch and Other Support documentation
  • Assist with preparation and submission of manuscripts, abstracts, book chapters, grants, and protocols
  • Support faculty asset inventory management and tracking
  • Apply institutional policies and procedures in support of faculty operations
• Travel, Conferences & Reimbursements
  • Coordinate travel arrangements in accordance with institutional and departmental policies
  • Prepare travel reimbursements for assigned faculty and faculty supported by other administrative assistants
  • Arrange conferences, meetings, and events according to departmental specifications
  • Reserve meeting rooms and coordinate catering services
  • Coordinate conference equipment and logistical requirements
  • Submit reimbursement requests and supporting documentation
  • Monitor and balance PRS budget activity for assigned faculty
  • Track annual extramural activity for assigned faculty
• Timekeeping & Department Operations
  • Perform weekly administrative timekeeping activities for the Department of Emergency Medicine
  • Serve as Kronos timekeeper for departmental operations
  • Administer the Web Schedule EM Time-Off calendar
  • Create weekly vouchers for MDA Moonlighters
  • Create monthly vouchers for part-time Clinical Specialists
  • Ensure timely and accurate administration of departmental timekeeping functions
• Fiscal Activity & Financial Reporting
  • Prepare purchase requisitions in accordance with institutional purchasing guidelines
  • Support procurement activities for departmental and faculty requests
  • Track and maintain faculty expenditures using departmental tracking systems
  • Monitor utilization of PRS Development Funds
  • Assist with reconciliation of departmental charge capture and work queues
  • Support timely revenue recognition through accurate financial tracking and reporting
• Perform additional duties and special projects as assigned

Requirements

Education

• Required: High School Diploma or Equivalent
• Preferred: Associate's Degree or Bachelor's Degree

Work Experience

• Required: Five years administrative/secretarial experience, or
• Required with Associate's degree: Three years experience, or
• Required with Bachelor's degree: One year experience

Must pass pre-employment skills test as required and administered by Human Resources.

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
• Access to extensive wellness, fitness, and employee resource groups
• Defined-benefit pension through the Teachers Retirement System
• Voluntary retirement plans
• Employer-paid life and reduced salary protection programs

Pay

$45,500 – $68,500 USD

Schedule

Full-time, regular position. Hybrid onsite/remote work location. Daytime work week.