Senior Administrative Assistant

The Breast Medical Oncology department seeks to improve the survival of breast cancer patients, provide new knowledge through research, patient-centered clinical care, cancer prevention, and education and outreach with the ultimate goal of eliminating breast cancer.

The primary purpose of the Senior Administrative Assistant position is to perform complex administrative and secretarial duties requiring judgment within general guidelines. This position supports department administration, faculty, classified staff, and trainees as assigned. The Senior Administrative Assistant impacts department efficiency and productivity.

The ideal candidate for the Senior Administrative Assistant role will have prior experience in an administrative support position. Experience with Concur and supporting clinical faculty is preferred. 

Minimum $21.88 – Midpoint $27.40 – Maximum $32.93 per hour, based on a 40-hour work week.
The typical work schedule is Hybrid; onsite at least one day per week and additional days based on business needs.
Work location: Texas Medical Center.

Why Us?
This role offers the opportunity to directly support groundbreaking cancer research and patient care while contributing to the operational success of one of the world’s leading cancer centers. The Senior Administrative Assistant role supports professional growth through exposure to academic medicine, research administration, and financial processes, while offering flexibility through a hybrid work schedule that supports work-life balance.
• 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 Support for Faculty
• Provide full administrative support to assigned faculty, including review of project scopes, timelines, data collection, reporting, and accuracy tracking
• Develop and maintain information tracking tools and document and information retrieval systems
• Coordinate office functions, schedules, itineraries, meetings, and visitor logistics for assigned faculty
• Compose, proofread, and edit informal and formal correspondence, reports, and presentations of a medical and scientific nature, including APA format
• Prepare graphics, charts, tables, reports, and presentation materials
• Manage calendars accurately and schedule, set up, and support virtual and in-person meetings, including agendas, minutes, and follow-up on action items

Travel, Meetings, and Faculty Support
• Handle travel requests, memberships, registrations, and reimbursement submissions within required deadlines
• Track expense reports, PRS requests, reimbursements, and extramural leave for faculty
• Maintain faculty curriculum vitae in myCV and gather materials for scientific reports, presentations, and publications
• Secure room reservations, ensure proper room setup, order catering, confirm speakers, and send meeting invitations

Grants, Manuscripts, and Research Support
• Prepare, coordinate, assemble, and submit grant packets, renewals, sponsored agreements, protocols, and related research documentation
• Collaborate with the departmental Grant team to verify accuracy, completeness, sequencing, and timeliness of grant materials
• Maintain current biosketches, standard grant documents, and departmental grant files
• Track grant progress, renewal deadlines, compliance requirements, and required documentation
• Prepare, revise, and submit manuscripts using Microsoft Office Suite and EndNote, including coordination with Scientific Publications

Departmental Support and Special Projects
• Assist the Operations Manager and Department Administrator with special projects
• Mentor and assist with training new Administrative Assistants
• Provide backup coverage and support for other faculty as needed
• Perform purchasing, mail handling, copying, faxing, and front desk or telephone coverage onsite or virtually
• Respond to and assist patients, customers, employees, vendors, and other stakeholders

Financial Management
• Maintain knowledge of institutional expenditure and reimbursement guidelines
• Prepare and submit timely and accurate reimbursements with complete supporting documentation
• Perform calculations, data entry, and compilation of financial information
• Assist faculty with account reconciliation and monitor reimbursement receipts
• Track and post PRS expenses and collaborate with the finance team to avoid exceeding allotments

Other duties as assigned