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MD Anderson Cancer Center Sr Administrative Assistant-Imaging Physics-Research in Houston, Texas

The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

The ideal candidate will have experience with procurement and asset management. Will be responsible for the procurement for the entire department, making up 60% of job duties. Also, will support around 5 faculty ranging from tenure to jr level. Must have experience with managing multiple schedules, closing purchase orders and experience with travel/Concur.


The primary purpose of the Senior Administrative Assistant, Research Operations position is to provide operational and administrative support to the research section of the Department of Imaging Physics. The position requires strong critical thinking and excellent verbal and written communication skills to effectively communicate with all levels of staff and visitors. The successful applicant will have experience with the procurement life cycle, from requisition through asset management and disposal; have experience with iLabs and core facility revenue tracking; and demonstrate the ability to successfully manage competing priorities with frequent deadlines. Experience with Office 365 is a must, with advanced proficiency using Word to create and format documents and document templates.

He/She will foster a respectful and professional work environment, be accountable for work product outcomes and motivated to learn new skills to successfully perform assigned tasks.


Faculty/Administrative Support Provide support to department research section, to include 10 tenured and non-tenured faculty and section chief, as well as assigned educational appointees, as assigned.

  1. Maintains electronic calendar for assigned faculty/administrator using appropriate software; generates daily printed calendar; makes, changes, and cancels appointments as required; provides up-to-date information and reminders, to ensure meetings and commitments are not missed.

  2. Completes and submits accurate and timely leave forms to ensure documents are approved prior to date of leave; tracks and posts extra-mural leave for assigned faculty, in accordance with institution and department policies and procedures.

  3. Meeting Management scheduling of room or appliable virtual platform, coordination of special guests and their presentations; coordinate calendar invites/reminders; attendee tracking; pre-meeting technical check; technical support during the meeting; coordinate catering/refreshments; take meeting notes as assigned which may include formal meeting chair sign off and filing/posting of notes/minutes.

  4. Coordinates travel arrangements, including but not limited to airline and hotel reservations, arranging ground transportation and coordinating with meeting managers; Processes accurate and timely travel expense reports and check requests to ensure that faculty or administrative members are reimbursed promptly for business travel.

  5. Processes accurate and timely expense reports and check requests to ensure that faculty, administrative, and educational appointees are promptly reimbursed for business related expenses.

  6. PRS Expense processing, account balance monitoring, and account reconciliation.

  7. Logs and reviews expenditures of assigned faculty/departmental funding and provides documentation as needed for the monthly reconciliation of reports.

  8. FIS Record Management for assigned faculty. Work with faculty to insure profile and external facing content is current; On a monthly basis, conduct PubMed import and consult with faculty regarding accuracy of new publication activity, including author position and journal impact factor; Work with grants team to create and manage biosketches for NIH, and other sponsors as may be applicable; input invited talks and conference attendance as part of the travel reimbursement process; Insure awards and committee leadership roles are properly input.

  9. Provide grants submission support, including budget proposals and progress reports, as may be needed.

Clerical Support

  1. Composes and transcribes various documents, manuscripts, and correspondence; according to specific formats; performs mathematical computations and utilizes spreadsheets as applicable.

  2. Maintains confidential correspondence and other files in an organized manner using alphabetical, numerical, or subject filing system, in accordance with institution and department policies and procedures, whether electronic or hard copy filing methods.

  3. Creates and maintains desk manual, to inform temporary or backup support in times of unexpected absence, and to facilitate cross-training within the department.

  4. Responds helpfully to inquiries and requests for assistance, at the department, division, and institution levels;

  5. Mail duties (including FedEx, UPS, and inter-institutional courier); sorted and distributed in timely fashion.

  6. Responsible for updating and maintaining common area monitor system, informing work area employees and visitors of current department and institution events.

Departmental Support

  1. Coordinates department purchases, capital and non-capital expenditures; insures compliance with institutional procurement policies and divisional procurement processes; understands and communicates to others, the applicable policies and processes for transactions involving capital purchases, i.e., EAJ requirements, Infosec approval and contract review with MDA Legal; monitors open purchase order reports and works with faculty and research lab coordinator to close out completed purchases through insuring final invoicing and/or order cancellations with vendors; establishes new vendors as institutionally approved vendors; assists with resolving invoice inaccuracies or tracking payments, in support of account reconciliation and statistical sampling activity; establishes and responsible for e-filing practices for supporting documentation authorizing purchases and approving funding sources, in accordance with department record keeping practices and policies; use of institutional and departmental procurement systems.

  2. Responsible for management of department Procard transactions, by assignment from Department Administrator or delegate; knowledgeable about and understands institutional policy with regard to Procard use and fully compliant in all Procard transactions; Communicates Procard use guidelines to faculty and staff as may be necessary; conducts monthly reconciliation of Procard statement per institutional Procard guidelines; Identifies transactions requiring cost transfers and initiates non-salary cost transfers for transactions, as may be required; works closely with Financial Analyst to insure transfers are completed, as part of account reconciliation processes.

  3. Logs and reviews expenditures of assigned faculty/departmental funding and provides documentation as needed for the monthly reconciliation of reports.

  4. Reconciles assigned departmental accounts; provides documentation support to Financial Analyst and Grants Team Leader, as part of the department's reconciliation processes and activity.

  5. Monthly SAIF billing upload with subsequent tracking of payments received;

  6. Responsible for the coordination of personnel (faculty and staff) relocation as needed under the supervision of the immediate supervisor.

  7. Assist with inventory and asset tracking by working with assigned faculty and staff to ensure annual completion of off-site authorization forms; provide local confirmation of assets in support of inventory tracking activity, working closely with SCR Manager and Administrative Director.

Other Duties Participate in divisional and institutional Service Excellence training and annual refresher course; connect to the MDA mission through divisional and institutional committees and/or events of personal choosing.

Other duties as assigned

EDUCATION: High school diploma or equivalent.

EXPERIENCE: 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: 149344

  • Employment Status: Full-Time

  • Employee Status: Regular

  • FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)

  • Work Week: Days

  • Fund Type: Hard

  • Work Location: Hybrid Onsite/Remote

  • Pivotal Position: No

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

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

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

  • Science Jobs: No