MD Anderson Cancer Center Jobs

Job Information

MD Anderson Cancer Center Senior Administrative Assistant in Houston, Texas

Senior Administrative Assistant

Key Functions

  1. Faculty & APP Administrative Support

  2. Manage multiple faculty members' extensive/complex calendars including schedule meetings with internal and external personnel, agenda preparation, submit leave requests; develop & implement reminder systems for deadlines and meetings.

  3. Coordinate faculty travel to include scheduling flights through appropriate travel agency; reserve hotels, car service/taxi; provide detailed and comprehensive travel itinerary, block clinics and calendars, register for conference meetings, process leave and travel requests and obtain appropriate faculty back up coverage.

  4. Coordinate meeting/conferences including the reservation of a venue or a conference location, catering, addressing audio/visual needs, arranging guest travel and hotel accommodations and processing high volume of requests for reimbursements.

  5. Process travel & expense reimbursement requests in a timely manner within the Concur .

  6. Maintain Faculty Information System (FIS) for each faculty member and provide current CV, Biosketch, and other support pages as requested.

  7. Assist with manuscript submissions, creation and maintenance of an EndNote Library, ensuring the bibliography and references are formatted for each manuscript, final edits, resubmissions and following through until the manuscript has been published.

  8. Maintain an organized electronic/paper filing system.

  9. Continuously follow up to insure timely completion of assignments.

  10. Process reimbursement for Mid-Level providers upon their return from business travel.

  11. Assist Mid-Level providers with processing patient letters and faxes.

  12. Assist faculty and APPs with recredentialing and CME credits.

  13. Manage all licensures to include: TMB license, DEA, BLS.

  14. Grants, Progress reports, contracts and other related activities

  15. Obtain up-to-date information and prepare Biographical Sketches and other support.

  16. Obtain relevant information and prepare key personnel reports.

  17. Assisting with confidentiality disclosure agreements by ensuring that the correct information is requested and received and then working with the M.D. Anderson legal department to finalize the agreement.

  18. Assisting with conflict-of-interest disclosures by ensuring that the proper information has been included in all contracts and by working with Research Services to obtain approval and signatures.

  19. Initiate and assist in scheduling grant-related meetings, arranging for conference rooms and catering, as appropriate.

  20. Distribute agendas and/or meeting minutes to investigators.

  21. Budget and Financial Responsibilities

  22. Track and monitor faculty PRS account balance spreadsheet.

  23. Assist faculty with management and accountability of funds for clinical research trials and grants.

  24. Assist faculty with the submission of regulatory paperwork for ongoing clinical trials and associated finances, via DocuSign.

  25. Assist faculty with the submission of paperwork for grants, budgets and related finances.

  26. Ensure documentation is complete and accurate.


  1. Departmental/Business Operations

  2. Provide telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.

  3. Compose correspondence from basic information and route appropriately.

  4. Provide administrative support to other department staff, as assigned.

  5. Be able to respond to and assist other employees, faculty, pharma's, etc., who require assistance with Zoom or Teams access/functions.

  6. Assimilate pertinent information in order to compose written correspondence (must have a strong command of the English language, including spelling, writing, and verbalizing) and be able to communicate well verbally and in writing.

  7. Assist Program Manager and Operations Manager in special projects.

  8. Communicate regularly with Program Manager and Operations Manager about activities and new developments.

  9. Maintain department/assigned faculty office supplies, including supplies for printers.

  10. Provide coverage for other support staff.

  11. Pick up and distribute internal mail and electronic faxes.

  12. Provide additional support for departmental activities as needed.


  1. Perform other duties as assigned.

High school diploma or equivalent. Five years of administrative/secretarial experience. With preferred degree, one year of required experience. Must pass pre-employment skills test as required and administered by Human Resources. 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.

Additional Information

  • Requisition ID: 154684

  • Employment Status: Full-Time

  • Employee Status: Regular

  • Work Week: Days

  • Minimum Salary: US Dollar (USD) 41,500

  • Midpoint Salary: US Dollar (USD) 52,000

  • Maximum Salary : US Dollar (USD) 62,500

  • 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

  • Science Jobs: No