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Sr Administrative Assistant / Center for Advanced Biomedical Imaging
The University of Texas MD Anderson Cancer Center is dedicated to eliminating cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research, prevention, and education. As a global leader in cancer care, research, education, and prevention, the institution supports innovative programs that advance science and improve patient outcomes.
The Senior Administrative Assistant supports the Cyclotron Radiochemistry Facility (CRF) within the Center for Advanced Biomedical Imaging (CABI). The Senior Administrative Assistant provides complex administrative and secretarial support to the facility, serves as a key resource for operational coordination, and helps maintain the efficiency and productivity of the CRF. The Senior Administrative Assistant works independently on sensitive and confidential matters while supporting leadership, staff, and stakeholders across the organization.
The ideal candidate will possess an Associate’s degree and a Certified Professional Secretary credential, along with administrative or secretarial experience in a professional environment. Candidates should demonstrate proficiency with Microsoft Office applications, strong organizational and communication skills, experience coordinating schedules and travel, and the ability to manage multiple priorities while supporting operational and administrative functions.
Why Us?
At UT MD Anderson, this role directly supports critical research and operational activities within the Center for Advanced Biomedical Imaging. The position offers the opportunity to contribute to a mission-driven environment while developing expertise in administrative operations, travel management, procurement, process coordination, and stakeholder engagement. Employees benefit from a collaborative workplace that supports professional growth, career development, and 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.
• 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 & Office Operations
• Provide administrative support to the Director, CABI Administrator, and associated CRF staff using independent judgment to prioritize work and meet deadlines
• Coordinate radiopharmaceutical delivery times with internal and external stakeholders
• Schedule requests for access to CRF Labs 6 and 7 and ensure annual User Access Forms are updated and approved
• Support onboarding activities for new CRF personnel
• Compose, prepare, and distribute memos, letters, reports, and email correspondence using proper business formats
• Utilize Microsoft Office applications, including PowerPoint, Visio, Access, and related software programs
• Oversee iLab utilization to support CRF operational needs
• Create presentations, posters, pamphlets, and handouts that comply with institutional formatting and graphic standards
• Type and edit abstracts, manuscripts, grants, SOPs, and other complex documents according to required formats
• Provide professional telephone coverage and escalate urgent or emergency situations appropriately
• Coordinate radiopharmaceutical delivery times with internal and external stakeholders
• Schedule requests for access to CRF Labs 6 and 7 and ensure annual User Access Forms are updated and approved
• Support onboarding activities for new CRF personnel
• Compose, prepare, and distribute memos, letters, reports, and email correspondence using proper business formats
• Utilize Microsoft Office applications, including PowerPoint, Visio, Access, and related software programs
• Oversee iLab utilization to support CRF operational needs
• Create presentations, posters, pamphlets, and handouts that comply with institutional formatting and graphic standards
• Type and edit abstracts, manuscripts, grants, SOPs, and other complex documents according to required formats
• Provide professional telephone coverage and escalate urgent or emergency situations appropriately
Procurement, Inventory & Resource Coordination
• Serve as the CABI Order Entry Operator for office and operational supply purchases
• Maintain order databases and records for reconciliation purposes as needed
• Function as the PeopleSoft order entry training resource and assist in training new employees
• Organize and maintain office supply inventory and submit replenishment requests when necessary
• Coordinate software procurement activities with Information Security and internal review processes
• Receive, sort, distribute, and coordinate delivery of mail and packages, including UPS, FedEx, Airborne, USPS Priority Mail, and institutional courier services
• Maintain order databases and records for reconciliation purposes as needed
• Function as the PeopleSoft order entry training resource and assist in training new employees
• Organize and maintain office supply inventory and submit replenishment requests when necessary
• Coordinate software procurement activities with Information Security and internal review processes
• Receive, sort, distribute, and coordinate delivery of mail and packages, including UPS, FedEx, Airborne, USPS Priority Mail, and institutional courier services
Calendar & Travel Management
• Manage calendars for assigned staff and make scheduling and rescheduling decisions
• Maintain the CRF activity calendar and distribute confirmation communications
• Communicate with professional staff to ensure appropriate attendance and participation in meetings
• Prepare agendas, meeting materials, minutes, and related documentation as requested
• Coordinate travel arrangements, including air transportation, lodging, and ground transportation, following institutional guidelines
• Process travel expense reports and check requests through the CONCUR system
• Maintain knowledge of travel policies and procedures to support timely reimbursement
• Ensure leave is accurately reflected on departmental calendars and schedules
• Maintain the CRF activity calendar and distribute confirmation communications
• Communicate with professional staff to ensure appropriate attendance and participation in meetings
• Prepare agendas, meeting materials, minutes, and related documentation as requested
• Coordinate travel arrangements, including air transportation, lodging, and ground transportation, following institutional guidelines
• Process travel expense reports and check requests through the CONCUR system
• Maintain knowledge of travel policies and procedures to support timely reimbursement
• Ensure leave is accurately reflected on departmental calendars and schedules
Process Management & Financial Coordination
• Coordinate functions related to maintenance of the physical plant and equipment inventory
• Assist the Director with relocations, renovations, and related logistics
• Create and maintain customer accounts for CRF orders
• Create and distribute monthly invoices for CRF, SCIF, and SPINLAB operations in a timely manner
• Work with the CABI Administrator, Purchasing, and Accounts Payable to resolve vendor invoice issues
• Serve as liaison with DI Media Resources to ensure information on the CABI SharePoint site remains accurate and current
• Assist the Director with relocations, renovations, and related logistics
• Create and maintain customer accounts for CRF orders
• Create and distribute monthly invoices for CRF, SCIF, and SPINLAB operations in a timely manner
• Work with the CABI Administrator, Purchasing, and Accounts Payable to resolve vendor invoice issues
• Serve as liaison with DI Media Resources to ensure information on the CABI SharePoint site remains accurate and current
Additional Duties
• Assist with meeting logistics, including conference room scheduling, calendar coordination, food orders, virtual meeting platforms, and participant communications
• Collaborate with Medical Graphics to support timely delivery of presentation and publication materials
• Perform other duties as assigned
• Collaborate with Medical Graphics to support timely delivery of presentation and publication materials
• Perform other duties as assigned
EDUCATION
- Required: High School Diploma or Equivalent
- Preferred: Associate's Degree or
- Preferred: Bachelor's Degree
WORK EXPERIENCE
- Required: 5 years Administrative/secretarial experience. or
- Required: 3 years Required experience with Associate's degree. or
- Required: 1 year Required experience with Bachelor's degree.
OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.
The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.
This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state, or local laws unless such distinction is required by law.http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
