Sr Administrative Assistant School of Health Professions

The primary purpose of the Senior Administrative Assistant position is to perform complex administrative support requiring independent judgment, initiative, discretion/confidentiality, and a superior knowledge of administrative procedures. Demonstrate a high level of interpersonal and quantitative skills to organize and maintain data, prioritize assignments and complete tasks within general guidelines.

The ideal candidate is a highly organized and adaptable administrative professional with strong technical proficiency in enterprise systems such as Kronos and PeopleSoft, and advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook. They excel at managing data accurately, maintaining well-organized records, and delivering exceptional customer service with professionalism. This individual has proven experience coordinating complex travel, meetings, events, and high‑volume procurement while successfully managing multiple priorities in fast‑paced, changing environments. With strong analytical skills and attention to detail, they proactively identify issues, propose solutions, and support continuous process improvements.

MD Anderson offers 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.
* Opportunities for professional growth through Career Development Center and Mentoring programs.

JOB SPECIFIC COMPETENCIES:
Administrative Operations Support 30% - Provide comprehensive administrative support within the department to assigned faculty and/or other designees.
Duties include, but are not limited to, complex administrative responsibilities as well as:

* Composes, prepares, and edits correspondence, reports, presentations, meeting agendas and meeting minutes ensuring prompt dissemination and filing of documents.
* Assists with departmental SHP contingent workers agreement process, completing requisition for the purchase order.
* In collaboration with SHP Program Directors, coordinate weekly/monthly Program Advisory Meetings, Program faculty & staff meetings to include booking the location, and catering orders.
* Coordinates mail pickup and delivery, express mail deliveries, and courier service requirements.

Maintains effective communication, professionalism, customer focus, and correspondence etiquette at all times.
* Serves as Kronos Timekeeper, performing weekly timekeeping functions for the school, certifying all submitted requests that are reviewed and approved, to include prompt submissions of FMLA Intermittent Tracking Form when applicable.

Financial/Procurement Support 40% - Works with faculty and staff to initiate purchase requisitions, follows up on purchase orders, receives items, and ensures correct delivery to requester.
* Completes procurement transactions of large volume lab supply orders e.g., laboratory reagents, ensuring SHP’s teaching staff maintain ability to conduct rotating student lab clinicals.
* Process checks requests for student scholarships to include vendor add when applicable for processing pay in PeopleSoft.
* Completes domestic and international travel arrangements for faculty, staff and students following institutional and state guidelines, coordinating airfare, ground transportation, and verifying accurate reservations. Prepares expense reimbursements/reports upon conclusion of travel. Track and maintain program expenditures. Accesses MDACC systems to review and verify encumbered/estimated expenses posted and confirms actual expenses incurred.
* Review, manage and close open PO’s monthly.
* Completes reconciliation functions for SHP accounts. (next level responsibility)
* Completes ProCard transactions and monthly reconciles during the required reporting cycle (next level responsibility).
* Following institutional and state guidelines, coordinate the procedure for monetary deposits for various program specific initiatives.
* Assists with maintaining departmental asset inventory, conducting annual scanning of equipment ensuring complete reconciliation of SHP’s asset inventory.

Student Services 30% -Assists with the recruitment process, including retrieval of multiple page documents through UT Health’s Documentum for many student applicants, completing systematically daily during varying program enrollment periods providing to SHP Program Directors for applicant acceptance determination.
* At the direction of SHP’s Program Directors, make applicant status updates in UT Health’s Campus Solutions until matriculation.
* Assists with onboarding new students sending student acceptance letters.
* Provides information to faculty in a timely manner regarding new students.
* Helps with student services to include data input and retrieval for various activities and events e.g., annual school commencement.
* Daily uses UT Health’s Campus Solutions and Documentum systems, for retrieving student records for ongoing academic course of actions as requested by faculty.
* Processes classroom bookings each semester for all courses using the Event Management System (EMS).

Other duties as assigned.