Senior Administrative Assistant - Thoracic Head and Neck

Senior Administrative Assistant

The Senior Administrative Assistant provides high-level administrative and operational support within the Thoracic Head and Neck department at MD Anderson Cancer Center. The Senior Administrative Assistant works closely with assigned faculty, supporting complex scheduling, travel coordination, research administration, financial tracking, and extensive internal and external communications to ensure smooth day-to-day operations.
 

MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Senior Administrative Assistant plays a critical role in advancing this mission by supporting faculty engaged in nationally and internationally recognized clinical, research, and advisory activities. The Senior Administrative Assistant serves as a key partner to faculty leadership, department administration, and operational management.
 

The ideal candidate for the Senior Administrative Assistant role has prior administrative support experience, demonstrates strong proficiency in Outlook and Concur, and has some familiarity with the myCV portal. Experience supporting faculty in an academic or healthcare environment, coordinating complex schedules and travel, and managing detailed administrative processes is highly valued. 
 

Position Information
Minimum $21.88 – Midpoint $27.40 – Maximum $32.93 (based on a 40-hour work week)
 

The typical work schedule is a hybrid schedule of 3 days onsite and 2 days remote

Why Us?
This role offers the opportunity to directly support faculty who are shaping the future of cancer research and patient care. The Senior Administrative Assistant contributes to impactful work while benefiting from a flexible hybrid schedule, professional growth opportunities, and a collaborative academic medical environment that values precision, accountability, and service.
• 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 complex administrative support to assigned faculty
• Manage extensive faculty calendars, resolve conflicts with clinic schedules, submit leave requests, and implement reminder systems
• Coordinate faculty travel including flights, lodging, ground transportation, itineraries, conference registrations, clinic schedule modifications, and backup coverage
• Coordinate meetings and conferences including venue selection, catering, audio/visual needs, and guest travel accommodations
• Process high-volume travel and expense reimbursements using Concur
• Maintain faculty CVs in the myCV portal and provide biosketches and support documents
• Prepare agendas, correspondence, and written materials with a high level of accuracy
• Maintain organized electronic and paper filing systems
• Follow up consistently to ensure timely completion of assignments
 

Grants and Research Support
• Assist faculty with preparation of grants, progress reports, contracts, and related activities
• Prepare biographical sketches, key personnel reports, and supporting documentation
• Coordinate confidentiality disclosure agreements with legal departments
• Support conflict of interest disclosures and approvals with Research Services
• Schedule and coordinate grant-related meetings, including room reservations and catering
• Distribute meeting agendas and minutes to investigators
 

Committee and External Coordination
• Coordinate activities for faculty involved with national and international committees, boards, agencies, and pharmaceutical partners
• Manage schedules, agendas, travel, meetings, teleconferences, and visitations
• Coordinate faculty duties as Special Government Employees with the FDA
• Assist with development of materials and coordination of external advisory boards
 

Budget and Financial Management
• Track and monitor faculty PRS account balances
• Assist with management and accountability of clinical research and grant funds
• Support submission of regulatory and financial paperwork for clinical trials and grants
• Perform monthly reconciliation of project expenses
• Compile and maintain complete documentation across multiple financial systems
• Analyze expenses for accuracy and discrepancies and maintain reconciliation records
 

Departmental and Office Support
• Provide administrative support to the Department Administrator and Operations Manager
• Compose complex correspondence and route institutional forms for approval
• Assist with document development, meetings, special projects, and follow-up activities
• Provide telephone coverage, triage calls, and route inquiries appropriately
• Provide backup support to other staff and assist visitors, vendors, and employees
• Process departmental forms, lab supply orders, and daily mail distribution
• Represent the department professionally within and outside the institution