Senior Administrative Assistant - Gastroenterology & Hepatology

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Senior Administrative Assistant provides complex administrative support requiring independent judgment, initiative, discretion, and knowledge of medical terminology and administrative procedures. The Senior Administrative Assistant supports departmental operations that directly impact patient care, research, and education while ensuring efficient coordination of faculty, departmental, and administrative activities.

Gastroenterology & Hepatology is a dynamic clinical and academic department supporting patient care, research, and educational initiatives. The administrative team is very knowledgeable and works well together. The Senior Administrative Assistant plays an essential role in supporting six clinical faculty members, including two full professors, two associate professors, and three assistant professors, while ensuring the ongoing operational needs of the department are met. The Senior Administrative Assistant contributes significantly to departmental efficiency, productivity, and service excellence.

The ideal candidate will have 5-8 years of administrative support experience, preferably in an academic or healthcare environment, with a strong background in faculty support and departmental operations. This individual must be proficient in Kronos, travel and expense management (Concur), calendar coordination, and CV management, while demonstrating exceptional organizational and communication skills. Experience with purchasing, Web Schedule, and Microsoft Office applications is preferred.

Work Schedule: Monday-Friday, Days. Onsite, 1-2 days a week

Salary Range: $45,500 - $57,000 - $68,500

Why Us?
At UT MD Anderson, the Senior Administrative Assistant supports faculty and departmental activities that advance patient care, research, and education. This role provides opportunities for professional growth while contributing to a collaborative environment dedicated to operational excellence and supporting the institution's mission.
• 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 • Provide high-level administrative support to critical departmental functions • Support six clinical faculty members at the main location • Establish priorities and deadlines for completion of projects and assignments • Utilize independent judgment, initiative, and discretion when handling confidential information • Verify compliance with institutional requirements, guidelines, and policies • Gather facts, analyze information, and determine appropriate solutions based on departmental practices • Maintain departmental efficiency, productivity, and operational effectiveness • Perform other duties as assigned

Faculty Coordination & Calendar Management • Manage faculty calendars and communicate scheduling conflicts, confirmations, and meeting reminders • Prepare and coordinate travel itineraries through the Concur system • Ensure timely submission of faculty reimbursement expense reports • Maintain and track annual EXT hours • Maintain curriculum vitae in the appropriate institutional format • Create and format manuscripts, protocols, slides, and presentation materials • Update Faculty PRS Development Fund expenditure reports monthly • Manage conference room reservations

Financial & Department Operations • Monitor company and center budget activity as assigned • Ensure expenditures are processed according to institutional guidelines • Ensure faculty reimbursement requests are completed accurately and timely • Serve as primary Kronos timekeeper • Process Web Schedule updates as needed • Serve as backup to the departmental purchasing system • Serve as backup for asset management and departmental inventory • Process departmental office and kitchen supply orders • Manage departmental key control activities

Patient Care & Communication Support • Assist with the patient care process by handling calls from patients, referring physicians, care centers, and new patient referrals • Process Block/Unblock Clinical Schedule notifications • Maintain and update department directories and phone coverage schedules • Process signage requests and badge activations for the department • Serve as backup for maintaining and updating GHN IP on-call assignments in the institutional Web On Call calendar • Coordinate communication among faculty, staff, patients, and external stakeholders.

OTHER REQUIREMENTS • Required: Ability to provide high-level administrative support, the ability to manage faculty calendars, the ability to coordinate travel through Concur, the ability to process reimbursement and expenditure documentation, the ability to maintain confidential information, the ability to assist with patient care communications, the ability to serve as a Kronos timekeeper, the ability to create and format manuscripts and presentations, the ability to maintain departmental records, and the ability to verify compliance with institutional requirements, guidelines, and policies • Preferred: Knowledge of medical terminology and administrative procedures, proficiency with Concur and Kronos systems, strong organizational and communication skills, and experience supporting departmental purchasing, inventory, badge administration, and operational functions.