Senior Administrative Assistant - Urology

Join the Department of Urology at The University of Texas MD Anderson Cancer Center, a leading institution focused on cancer care, research, education, and prevention. This role supports clinical, academic, and operational excellence by providing critical administrative assistance to faculty members.

About the role

The Senior Administrative Assistant serves as a key resource for four primary faculty members and provides backup support to an additional four faculty. This position coordinates administrative activities, manages complex processes, and facilitates efficient departmental operations to advance patient care, research, and academic initiatives.

Responsibilities

• Arrange travel, process financial reimbursements, and maintain travel records in the Concur system.
• Manage faculty calendars and provide backup support as needed.
• Compose, create, and submit grants, manuscripts, slide presentations, memos, letters, and other documents for physicians.
• Organize and manage interval conferences, directly impacting patient care.
• Oversee the rotational Journal Club program, including scheduling, topic management, and proactive notifications.
• Coordinate and fulfill departmental, divisional, and institutional committee commitments, including external CME obligations.
• Assist with grant submissions, progress reports, and maintenance of grant files.
• Prepare and submit protocol submissions and amendments, including informed consents.
• Establish budget controls for physicians by creating expenditure databases and providing monthly budget reports.
• Calculate expenses, prepare expense reports, and manage reimbursement requests.
• Maintain records of invoices, business expenses, and travel requests associated with faculty accounts.
• Serve as a backup for assigned physicians and handle main line calls for the department.
• Manage multiple complex projects, including composing correspondence, agendas, and meeting announcements.
• Act as the site administrator for the Urology Department SharePoint site, updating visual aids and maintaining site applications.
• Conduct regular meetings with the Office Manager to discuss departmental needs and project status.
• Assist in developing and maintaining departmental processes to ensure operational efficiency.
• Support the Office Manager in orienting and training new employees.
• Perform other duties as assigned to support departmental operations.

Requirements

• High School Diploma or equivalent (required).
• Associate's Degree or Bachelor's Degree (preferred).
• 5 years of administrative/secretarial experience, or 3 years with an Associate's Degree, or 1 year with a Bachelor's Degree.
• Must pass a pre-employment skills test as required and administered by Human Resources.

Preferred Qualifications

• Experience supporting multiple stakeholders in a fast-paced administrative environment.
• Strong organizational, communication, and technical skills.
• Healthcare or academic administrative support experience.
• Familiarity with institutional systems.
• Ability to manage competing priorities independently and exercise sound judgment regarding escalation and follow-up.

Pay

Salary Range: $45,500 – $68,500 (Midpoint: $57,000).

Schedule

Full-time, hybrid onsite/remote. Work week includes day/evening shifts.

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week.
• Optional group dental, vision, life, AD&D, and disability insurance.
• Paid time off (PTO) accruals and Extended Illness Bank.
• Paid holidays, wellness programs, 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 and employer-paid life and reduced salary protection programs.