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 will bring strong administrative and organizational skills, with hands-on experience in Concur and managing academic and research-related documentation. Candidates must have experience maintaining CVs, biosketches, and other supporting documents, as well as working with myCV and SciENcv.

Minimum $21.88/hour – Midpoint $27.40/hour – Maximum $32.93/hour
Work Location: Texas Medical Center
The typical work schedule is Hybrid; onsite at least once a week and additional based on business needs.

Why Us?
This role provides the opportunity to support world-renowned faculty and researchers advancing breast cancer treatment, prevention, and discovery. The position offers meaningful contributions to patient care and scientific advancement while providing professional development opportunities, collaborative work environments, and hybrid work flexibility 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
Faculty & Administrative Support
• Provide full administrative support to assigned faculty and departmental leadership.
• Review project scopes, assist with timelines, support data collection, and monitor project accuracy and timeliness.
• Develop and maintain information tracking tools and document retrieval systems.
• Coordinate faculty schedules, visitor itineraries, and office operations.
• Compose formal and informal correspondence including letters, notices, memos, and official communications.
• Prepare reports, presentations, graphics, charts, and tables.
• Proofread medical and scientific reports, correspondence, and presentations, including APA formatting.
• Manage faculty calendars and ensure accurate and timely scheduling.
• Maintain faculty curriculum vitae and update information in myCV.

Meetings, Travel & Event Coordination
• Coordinate and schedule faculty meetings and departmental events.
• Set up virtual meetings and assign alternative hosts when needed.
• Secure meeting room reservations and ensure proper room setup.
• Order and confirm catering services for meetings and events.
• Coordinate speaker confirmations and meeting logistics.
• Send meeting invitations and distribute agendas.
• Record, transcribe, and distribute meeting minutes.
• Follow up on meeting action items to ensure completion.
• Coordinate travel requests, registrations, memberships, and travel reimbursements.
• Track extramural leave and record physician travel in the appropriate database.

Research, Grants & Manuscript Support
• Prepare, coordinate, assemble, and submit grant packets and manuscripts.
• Assist faculty with grant applications, renewals, sponsored agreements, protocols, and research-related documentation.
• Maintain knowledge of institutional and external grant forms and processes.
• Collaborate with the departmental Grants team to ensure timely and accurate submissions.
• Verify grant budgets, supporting documentation, and required forms for completeness and accuracy.
• Maintain biosketches and other standard grant documents.
• Track grant progress, renewal deadlines, compliance requirements, and documentation.
• Assemble and organize research materials into usable formats.
• Prepare, revise, and edit manuscripts using Microsoft Office Suite and EndNote.
• Obtain required approvals and submit manuscripts to Scientific Publications for review prior to journal submission.

Financial & Expense Management
• Maintain knowledge of company 1, 4, 8, and 9 expenditure and reimbursement guidelines.
• Prepare and submit accurate reimbursement requests within required deadlines.
• Track expense reports and monitor reimbursement processing.
• Manage PRS requests, expenditures, and reimbursements.
• Perform calculations and enter financial data accurately.
• Assist faculty with account reconciliation activities.
• Verify supporting documentation before submitting items for approval.
• Confirm reimbursement payments and reconcile amounts against submitted documentation.
• Work with departmental finance staff to monitor spending and prevent budget overages.
• Provide financial support documentation to the finance team.

Departmental Operations & Special Projects
• Assist the Operations Manager and Department Administrator with special projects.
• Mentor and train new Administrative Assistants.
• Support purchasing activities, mail distribution, package delivery, copying, and faxing.
• Provide backup support for other faculty and administrative areas as needed.
• Deliver onsite and virtual front desk and telephone coverage when assigned.
• Respond to and support the needs of patients, customers, employees, and vendors.
• Gather materials for scientific reports, presentations, and publications.
• Maintain compliance with institutional policies, procedures, and administrative requirements.