Administrative Assistant

Health Services Research conducts high-quality studies focused on optimizing health care delivery and improving outcomes for cancer prevention and treatment. The Administrative Assistant supports this mission by providing complex administrative and faculty support that ensures smooth departmental operations. MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention.

The Administrative Assistant will perform varied and complex secretarial duties requiring judgment, responsiveness, initiative, and independent decision-making. This Administrative Assistant role provides direct support to faculty members and departmental leadership while maintaining strong communication and organizational skills. The Administrative Assistant also ensures timely, accurate completion of administrative workflows essential to the department’s success.

The ideal candidate has experience with calendar management and travel coordination, with knowledge of reconciliation considered a plus. They bring a strong work ethic and a proactive approach, demonstrating initiative in their day‑to‑day responsibilities. 

Minimum $19.71 – Midpoint $24.52 – Maximum $29.33
Work Location: Texas Medical Center
The typical work schedule is hybrid with onsite presence at least once a week and additional days as business needs require.

Why Us?
This role directly supports MD Anderson’s mission by enabling faculty and research teams to focus on advancing cancer prevention and treatment through high-quality health services research. It offers opportunities to build administrative, financial, and academic support skills while contributing to meaningful work in a balanced hybrid environment.

• 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

Administrative & Faculty Support
• Support assigned faculty and supervisors with complex administrative tasks
• Organize and coordinate activities, meetings, and communication for designated faculty
• Compose, edit, and proofread formal and informal correspondence
• Maintain calendars, schedule meetings, and coordinate lectures and conferences
• Manage word processing, typing, photocopying, faxing, and mail distribution
• Maintain confidential patient records and general office files
• Answer telephones and maintain effective working relationships with internal and external stakeholders
• Demonstrate independent judgment and analysis to resolve administrative needs

Documentation & Professional Materials
• Generate, revise, and update Curriculum Vitae, biosketches, and reference materials
• Maintain professional documents, bibliographic libraries, and grant-related documentation
• Add new references and download abstracts from Ovid databases (MEDLINE, Cancerlit, and others)
• Search and retrieve research articles and organize departmental library files

Forms, Travel & Office Processes
• Prepare travel requests, reimbursements, purchase orders, check requests, and other institutional forms
• Make travel arrangements and manage meeting and lecture scheduling
• Create and format presentations and submit required reports in a timely manner
• Maintain organization of office forms and documentation

Financial & Account Management
• Track and reconcile faculty Physician Referral Service (PRS) expenditures and discretionary accounts
• Assist with consultant agreements and ensure timely invoice processing
• Work directly with consultants until payment completion
• Set up and monitor Purchase Order accounts through closure
• Purchase, track, and securely store project incentives such as gift cards
• Purchase supplies, promotional materials, and catering for project groups
• Complete GA6 Data Entry backup documentation weekly

Additional Support
• Support general departmental operations as assigned
• Maintain confidentiality and ensure accuracy across all administrative tasks
• Perform other duties as assigned