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Sr Administrative Assistant - Imaging Physics
At The University of Texas MD Anderson Cancer Center, our mission is to eliminate cancer in Texas, the nation, and the world through outstanding programs in patient care, research, prevention, and education.
The Senior Administrative Assistant provides advanced administrative and organizational support to faculty within the Department of Imaging Physics. This role requires strong independent judgment, exceptional verbal and written communication skills, and the ability to collaborate effectively with individuals at all levels of the institution.
The ideal candidate is highly organized, proactive, and committed to supporting faculty, trainees, and department operations through high-quality administrative service.
KEY RESPONSIBILITIES
1. Faculty & Administrative Support
- Manage faculty calendars, appointments, and scheduling changes.
- Coordinate in-person and virtual meetings, seminars, and events.
- Prepare meeting agendas, take minutes, and manage related documentation.
- Process and track faculty leave requests and maintain clinical coverage schedules using systems such as QGenda, MS Teams, and Shifts.
- Arrange and obtain approvals for travel; prepare timely and accurate travel and expense reports.
- Maintain and update faculty CVs, profiles, certifications, and licenses within institutional systems.
- Manage and reconcile faculty PRS accounts and other assigned funding sources.
- Support daily administrative needs, including correspondence, purchasing, lab coat management, and general faculty assistance.
Clerical & Documentation Support
- Collaborate with the grants team to ensure all required documentation is accurate and complete for faculty grant submissions.
- Compose, proof, and transcribe documents, manuscripts, and correspondence.
- Perform mathematical calculations and maintain spreadsheet tracking as needed.
- Complete advanced PDF editing, including form completion and page management.
- Prepare documents for signature using DocuSign.
- Maintain confidential records and filing systems (electronic and hard copy).
- Contribute to departmental desk manual updates.
2. Departmental Support
- Provide responsive assistance to department, division, and institution-wide inquiries.
- Sort, distribute, and manage mail and courier items (FedEx, UPS, interoffice).
- Participate in weekly department huddles and operational discussions.
- Serve as primary or backup timekeeper using Kronos.
- Perform non-capital department purchasing and maintain proper documentation.
- Follow institutional procurement processes and recordkeeping policies.
3. Additional Responsibilities
- Serve as backup support to other administrative team members as needed.
- Participate in professional development, service excellence training, and department-selected engagement activities.
- Perform other duties as assigned by leadership.
Onsite Requirement:
- 100% onsite during probationary period
- Potential for hybrid schedule based on business needs
BENEFITS & PERKS
MD Anderson offers a comprehensive, highly competitive benefits package, which may include:
- Medical, dental, and vision insurance beginning on day one
- Retirement plans, including employer match
- Generous paid time off, including vacation, sick leave, and institutional holidays
- Tuition assistance and professional development opportunities
- Employee wellness programs, fitness resources, and mental health support
- Onsite services and amenities, such as dining options and employee assistance programs
- Career advancement pathways within a world-renowned medical and research institution
Education: High School Diploma or Equivalent.
Preferred Education: Bachelor's Level Degree
Certification: None
Preferred Certification: Certified Adminisrtative Professional
Experience: Four years of administrative/secretarial experience. With preferred degree, no experience required.
Preferred Experience: Six years secretarial experience.
Must be proficient in Advanced Microsoft Office applications and Adobe. Able to demonstrate the advanced use of styles, headers, and footers in MS Word.
Onsite Presence: 100% onsite for initial probationary period with potential hybrid schedule as business need permits.
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
