Senior Administrative Assistant - Hospital Medicine

The primary purpose of the Senior Administrative Assistant is to provide complex administrative and secretarial support to assigned faculty in the Department of Hospital Medicine. This position will facilitate assisting with the onboarding of faculty, advanced practice providers, and clinical specialists for hospital medicine. The senior administrative assistant will use independent judgement, problem solving, prioritization of tasks, and independent planning and implementation of projects. ensuring maintenance of clinical certifications that are required for providers to deliver revenue-generating patient care functions.

The ideal candidate is a highly organized and proactive administrative professional with experience supporting faculty, executives, or leadership teams in a healthcare, academic, or research environment. They excel at managing complex calendars, coordinating travel, preparing professional correspondence, maintaining credentials and CVs, and supporting departmental operations and special events. The successful candidate demonstrates strong financial and organizational skills, including budget monitoring, expense reconciliation, purchasing processes, and compliance with institutional policies. They are detail-oriented, resourceful, and able to manage multiple priorities while providing exceptional customer service and building effective working relationships across diverse teams. Their ability to independently coordinate projects and ensure timely completion of key initiatives contributes to the overall success of the department and faculty they support.

MD Anderson offers:
- Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week
- Group Dental, Vision, Life, AD&D and Disability coverage
- Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals
- Paid institutional holidays, wellness leave, childcare leave and other paid leave programs
- Tuition Assistance Program after six months of service
- Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans
- Employer paid life, AD&D and an illness-related reduced salary pay program
- Health Savings Account and Dependent Care Reimbursement flexible spending accounts
- Fertility benefits
- State of Texas longevity pay
- Extensive wellness, recognition, fitness, employee health programs and employee resource groups.

DEPARTMENT ADMINISTRATIVE SUPPORT: 
Coordinates, organizes, and carries out the day-to-day activities of the office.
Prepares purchase requisitions as required for the procurement of items requested by the department or assigned Faculty in accordance with the Institution’s purchasing guidelines.
Assists with the departmental inventory maintenance.
Arrange conferences according to department specifications, including booking rooms, catering, and equipment.
Assist in the coordination of departmental special events (i.e., employee recognition, retreats, various initiatives, etc.)  
Assists in strategic planning for department as determined appropriate by supervisory personnel within the Department. 
Facilitates all components necessary for project initiation, implementations, and completion.

FACULTY SUPPORT: 
Manage faculty calendars while appropriately communicating with faculty of any date and time conflicts, confirmation of completed requests, and meeting reminders. 
Provides comprehensive administrative/secretarial support to include assistance with manuscripts, CV, and abstracts. 
Manages and updates curriculum vitae monthly in the institutional system.
Compose formal and informal correspondence and documents, creates, edits, and formats presentation, and compiles reports as needed. 
Maintains physician’s licenses and certifications. 
Submits faculty time off requests to WebSchedule. 
Tracks annual extramural per assigned faculty.
Prepare and coordinates travel itineraries for assigned faculty within the Concur System Database and ensure timely submissions for reimbursement expense reports.
Submits reimbursements, monitors, and balances the PRS budget activity per assigned faculty.

ACCOUNT RECONCILIATION & MANAGEMENT:
Reviews, manages and reconciles Faculty expenditures and use of PRS Development Funds on tracking system to verify accuracy and to resolve errors. 
Partners with the DOIM Shared Services to maintain and upload supply chain documents received for purchases made or services performed comparing company/center report expenses.

MARGINAL FUNCTIONS:
Perform other duties as assigned.