What are the responsibilities and job description for the Senior Administrative Assistant - Hematopathology position at UT MD Anderson?
The hours are 8am - 5pm and the hybrid schedule is 4 days onsite and 1 day remote
The Hematopathology department at MD Anderson Cancer Center plays a vital role in the diagnosis and treatment of hematologic malignancies through advanced pathology services, clinical consultation, and innovative research. Supporting nationally recognized physicians, researchers, and educators, the department is committed to delivering exceptional patient care while advancing scientific discovery and medical education. The administrative team serves as an essential partner in ensuring the department operates efficiently and faculty can focus on patient care, research, and academic excellence.
This Senior Administrative Assistant position offers the opportunity to provide high-level executive and operational support within a fast-paced academic healthcare environment. This role is ideal for an experienced administrative professional who thrives on managing multiple priorities, exercising sound judgment, and supporting physicians and faculty through a broad range of administrative, financial, academic, and operational responsibilities.
In this role, you will provide comprehensive administrative support by managing complex calendars, coordinating meetings and conferences, arranging domestic and international travel, processing reimbursements, preparing correspondence, presentations, manuscripts, grant materials, and other faculty-related documents. You will also maintain faculty records including CVs, NIH biosketches, licensure renewals, credentialing files, promotion and tenure documentation, specialty society memberships, and educational appointments while ensuring compliance with institutional requirements.
You will serve as a key resource for departmental operations, coordinating Kronos timekeeping, FMLA tracking, contracts, inventory management, work orders, asset transfers, purchasing, website updates, office equipment maintenance, building access requests, and coordination with facilities and information technology. This position requires strong organizational skills and the ability to independently manage confidential information while ensuring continuity of daily operations.
A unique aspect of this role is the opportunity to support clinical operations and faculty activities by coordinating the movement of pathology cases, glass slides, and tissue blocks, assisting with faculty recruitment and onboarding, coordinating interviews and travel logistics, and supporting credentialing and appointment processes. Your work will directly contribute to efficient clinical workflows and support timely patient care.
You will also provide critical support for financial administration and academic activities, including processing purchase requisitions, expense reports, travel reimbursements, monitoring departmental accounts, reconciling expenditures, supporting financial reporting, and assisting with research protocols, grant submissions, manuscripts, and regulatory documentation. Success in this role requires exceptional attention to detail, discretion, and the ability to manage multiple deadlines in a highly collaborative environment.
The ideal candidate will possess strong executive administrative experience, exceptional organizational and communication skills, financial and calendar management experience, and the ability to work independently while supporting multiple faculty members and institutional stakeholders. Candidates who enjoy working in an academic healthcare environment where their work directly supports patient care, research, and education will find this opportunity especially rewarding.
MD Anderson offers a comprehensive total rewards package, including paid medical benefits, generous paid time off, retirement plans, tuition assistance, professional development opportunities, and additional benefits, along with the opportunity to build a rewarding career at one of the world's leading cancer centers dedicated to excellence in patient care, research, education, and innovation.
JOB SPECIFIC COMPETENCIES
Administrative & Operational Support
Provide high-level administrative support to departmental faculty by managing complex calendars, coordinating meetings, conferences, clinic schedules, and travel arrangements including airfare, lodging, transportation, registrations, and reimbursements. Prepare and maintain correspondence, reports, memoranda, presentations, manuscripts, protocols, grant documentation, and other faculty-related materials while ensuring compliance with institutional, departmental, and divisional policies.
Maintain faculty records including CVs, NIH biosketches, licensure renewals, credentialing documentation, specialty society memberships, educational appointments, visa sponsorship materials, and promotion and tenure documents. Coordinate faculty leave requests, PTO, extramural travel, and expenditure tracking logs while ensuring timely submission of required documentation.
Office Operations & Departmental Coordination
Manage daily office operations including Kronos timekeeping, FMLA tracking, work orders, asset transfers, FAR submissions, contracts, inventory management, office supply purchasing, website updates, equipment maintenance, and building access requests. Interface with facilities and IT to resolve physical plant issues, software concerns, hardware support requests, and equipment servicing.
Exercise independent judgment in handling confidential information and resolving administrative issues while maintaining efficient departmental workflows and ensuring continuity of operations.
Clinical, Case Management & Faculty Support
Coordinate pickup, transfer, and distribution of clinical cases, slides, and blocks to faculty according to service schedules to support timely patient diagnosis and clinical operations. Maintain accurate off-site equipment documentation and assist with departmental workflows related to patient care support activities.
Support faculty recruitment, onboarding, interviews, credentialing, and new appointments by coordinating schedules, travel arrangements, agendas, and required institutional documentation.
Financial Administration & Compliance
Process purchase requisitions, payment requests, travel reimbursements, outside lecture reimbursements, and purchase orders. Monitor, reconcile, and analyze faculty and departmental PRS accounts, maintain expenditure records, conduct financial audits when applicable, prepare expense reports and projections, and ensure adherence to institutional financial policies and internal controls.
Research, Grants & Academic Support
Assist with research protocols, grant submissions, and regulatory documentation by coordinating and ensuring timely completion of institutional and governmental requirements. Support manuscript preparation, educational materials, literature searches, and submission of required reports while maintaining compliance with applicable guidelines.
This role serves as a critical liaison between faculty, trainees, administration, institutional departments, and external entities to support efficient operations, faculty productivity, financial stewardship, regulatory compliance, and continuity of patient care services.
Other Duties As Assigned
EDUCATION
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
Additional Information
The Hematopathology department at MD Anderson Cancer Center plays a vital role in the diagnosis and treatment of hematologic malignancies through advanced pathology services, clinical consultation, and innovative research. Supporting nationally recognized physicians, researchers, and educators, the department is committed to delivering exceptional patient care while advancing scientific discovery and medical education. The administrative team serves as an essential partner in ensuring the department operates efficiently and faculty can focus on patient care, research, and academic excellence.
This Senior Administrative Assistant position offers the opportunity to provide high-level executive and operational support within a fast-paced academic healthcare environment. This role is ideal for an experienced administrative professional who thrives on managing multiple priorities, exercising sound judgment, and supporting physicians and faculty through a broad range of administrative, financial, academic, and operational responsibilities.
In this role, you will provide comprehensive administrative support by managing complex calendars, coordinating meetings and conferences, arranging domestic and international travel, processing reimbursements, preparing correspondence, presentations, manuscripts, grant materials, and other faculty-related documents. You will also maintain faculty records including CVs, NIH biosketches, licensure renewals, credentialing files, promotion and tenure documentation, specialty society memberships, and educational appointments while ensuring compliance with institutional requirements.
You will serve as a key resource for departmental operations, coordinating Kronos timekeeping, FMLA tracking, contracts, inventory management, work orders, asset transfers, purchasing, website updates, office equipment maintenance, building access requests, and coordination with facilities and information technology. This position requires strong organizational skills and the ability to independently manage confidential information while ensuring continuity of daily operations.
A unique aspect of this role is the opportunity to support clinical operations and faculty activities by coordinating the movement of pathology cases, glass slides, and tissue blocks, assisting with faculty recruitment and onboarding, coordinating interviews and travel logistics, and supporting credentialing and appointment processes. Your work will directly contribute to efficient clinical workflows and support timely patient care.
You will also provide critical support for financial administration and academic activities, including processing purchase requisitions, expense reports, travel reimbursements, monitoring departmental accounts, reconciling expenditures, supporting financial reporting, and assisting with research protocols, grant submissions, manuscripts, and regulatory documentation. Success in this role requires exceptional attention to detail, discretion, and the ability to manage multiple deadlines in a highly collaborative environment.
The ideal candidate will possess strong executive administrative experience, exceptional organizational and communication skills, financial and calendar management experience, and the ability to work independently while supporting multiple faculty members and institutional stakeholders. Candidates who enjoy working in an academic healthcare environment where their work directly supports patient care, research, and education will find this opportunity especially rewarding.
MD Anderson offers a comprehensive total rewards package, including paid medical benefits, generous paid time off, retirement plans, tuition assistance, professional development opportunities, and additional benefits, along with the opportunity to build a rewarding career at one of the world's leading cancer centers dedicated to excellence in patient care, research, education, and innovation.
JOB SPECIFIC COMPETENCIES
Administrative & Operational Support
Provide high-level administrative support to departmental faculty by managing complex calendars, coordinating meetings, conferences, clinic schedules, and travel arrangements including airfare, lodging, transportation, registrations, and reimbursements. Prepare and maintain correspondence, reports, memoranda, presentations, manuscripts, protocols, grant documentation, and other faculty-related materials while ensuring compliance with institutional, departmental, and divisional policies.
Maintain faculty records including CVs, NIH biosketches, licensure renewals, credentialing documentation, specialty society memberships, educational appointments, visa sponsorship materials, and promotion and tenure documents. Coordinate faculty leave requests, PTO, extramural travel, and expenditure tracking logs while ensuring timely submission of required documentation.
Office Operations & Departmental Coordination
Manage daily office operations including Kronos timekeeping, FMLA tracking, work orders, asset transfers, FAR submissions, contracts, inventory management, office supply purchasing, website updates, equipment maintenance, and building access requests. Interface with facilities and IT to resolve physical plant issues, software concerns, hardware support requests, and equipment servicing.
Exercise independent judgment in handling confidential information and resolving administrative issues while maintaining efficient departmental workflows and ensuring continuity of operations.
Clinical, Case Management & Faculty Support
Coordinate pickup, transfer, and distribution of clinical cases, slides, and blocks to faculty according to service schedules to support timely patient diagnosis and clinical operations. Maintain accurate off-site equipment documentation and assist with departmental workflows related to patient care support activities.
Support faculty recruitment, onboarding, interviews, credentialing, and new appointments by coordinating schedules, travel arrangements, agendas, and required institutional documentation.
Financial Administration & Compliance
Process purchase requisitions, payment requests, travel reimbursements, outside lecture reimbursements, and purchase orders. Monitor, reconcile, and analyze faculty and departmental PRS accounts, maintain expenditure records, conduct financial audits when applicable, prepare expense reports and projections, and ensure adherence to institutional financial policies and internal controls.
Research, Grants & Academic Support
Assist with research protocols, grant submissions, and regulatory documentation by coordinating and ensuring timely completion of institutional and governmental requirements. Support manuscript preparation, educational materials, literature searches, and submission of required reports while maintaining compliance with applicable guidelines.
This role serves as a critical liaison between faculty, trainees, administration, institutional departments, and external entities to support efficient operations, faculty productivity, financial stewardship, regulatory compliance, and continuity of patient care services.
Other Duties As Assigned
EDUCATION
- Required: High School Diploma or Equivalent
- Preferred: Associate's Degree or Bachelor's Degree
- Required: 5 years Administrative/secretarial experience or
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
Additional Information
- Requisition ID: 181334
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 45,500
- Midpoint Salary: US Dollar (USD) 57,000
- Maximum Salary : US Dollar (USD) 68,500
- FLSA: non-exempt and eligible for overtime pay
- Fund Type: Hard
- Work Location: Hybrid Onsite/Remote
- Pivotal Position: No
- Referral Bonus Available?: No
- Relocation Assistance Available?: No