Senior Administrative Assistant, Philanthropy (Leadership Giving)

Senior Administrative Assistant, Philanthropy (Leadership Giving)

The Individual Giving team is dedicated to securing philanthropic gifts in support of The University of Texas MD Anderson Cancer Center’s initiatives across all segments of individual donors supporting the institution. An integral part of the Individual Giving Team business model is planning and implementing investigation, cultivation, solicitation and stewardship strategies for all constituents and stakeholders (new and established) for the purpose of executing on those strategies with precision and excellence thereby securing philanthropic gifts.

MD Anderson Cancer Center is seeking a Senior Administrative Assistant to support the fundraising efforts of the Individual Giving Team, specifically working within the major gift squad(s). This Sr. Administrative Assistant position provides administrative support and executes various process-oriented tasks for a group of Philanthropy gift officers in a matrix management system. This administrative professional will balance simultaneous requests and tasks for matrix managers, prioritizing and executing in appropriate sequence on a variety of administrative responsibilities. The ability to manage tasks switching across multiple, competing projects for varied stakeholders and bringing all work to resolution with timeliness and a keen attention to detail and completeness are core requirements for this position.

Ideal Candidate Statement
The ideal candidate is a highly organized, detail-oriented professional who excels in managing multiple priorities in a fast-paced, matrixed environment. They have strong skills in travel and expense coordination, calendar management, and CRM data integrity, ensuring accurate and timely support for donor engagement activities. Confidentiality, precision, and proactive problem-solving are key strengths, along with excellent communication and collaboration skills. This individual is resourceful, adaptable, and committed to delivering high-quality administrative and portfolio support to advance Philanthropy’s mission.

This position requires proficiency in travel and expense management and can handle coordinating multiple itineraries with post-travel duties and correlating expenses simultaneously. Exercising extreme confidentiality and maintaining data integrity, the Sr. Administrative Assistant will manage filing and digital document storage organization, calendar management and meeting coordination, as well as access and monitor patient schedules as it relates to portfolio activity in institution’s EHR, donor moves management data entry, mailings and shipments, CRM updates, individual donation handling and coordination with the Gift Operations team, and Philanthropy service-line support requests for multiple gift officers who carry portfolios of 100+ donors. This position will partner with other squad-level administrative support colleagues to ensure and provide backup support coverage.

Salary Range $45,500 | $57,000 | $68,500

MD Anderson offers our employees:
- 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
- Extensive wellness, recognition, fitness, employee health programs and employee resource groups.

JOB SPECIFIC COMPETENCIES

Travel and Logistical Support – 50%

Travel/Advanced Expense Management (with proficiency in travel, business entertainment, courtesy gift guidelines, allowances and coding specific to Philanthropy). Prepare and confirm travel arrangements, mapping, packet preparation, coordinating calendars and schedules for appointment purposes in a timely manner and with exquisite detail and accuracy. Ensures associated travel materials are prepared in advance for review and that all return follow through items are appropriately documented and carried out. Complete all travel and expense related reconciliation; process credit card/monthly donor related expenses to ensure that expenses are submitted in compliance with institution and department regulations and submitted to the approval system without errors.  

Administrative Support – 25%

Department or donor moves management administrative support, patient schedule monitoring and lookup, calendar and meeting schedule management (external and internal stakeholders) across multiple gift officers or professional staff.  

Administrative Portfolio Support – 25%

Portfolio activity and donor outreach support (portfolio mass mailings with correlating data entry and mail merge, individualized donor outreach by portfolio [birthday cards, donor anniversaries and other milestones, donor summary reports, etc.], CRM updates.) Readily completes Philanthropy Operations support requests according to portfolio activity need (research, prospect management, business solutions requests, gift designation account changes) across multiple gift officers. Travel and expense management as needed. Possesses knowledge of appropriateness, timing, and urgency.