Sr Administrative Assistant Melanoma Medical Oncology

The Senior Administrative Assistant plays a critical role in providing high-level, complex administrative and secretarial support to assigned faculty and staff. This position requires independent judgment, problem-solving, decision-making, and effective planning, along with strong oral and written communication skills. It directly supports the Melanoma Medical Oncology Faculty, Clinical Research and APP Teams, Department Administrator, and Operations Manager. By enhancing the overall efficiency and productivity of the department, the Senior Administrative Assistant contributes to advancing the mission and vision of the department.

Key Functions

Faculty Support - The primary role is to provide comprehensive administrative support to assigned tenure-track and tenured faculty. Responsibilities include:

• Assisting with grant applications, manuscript preparation, CV updates, bibliographies, and clinical/research documentation.
• Managing timely submission of reports and documents by tracking progress, alerting faculty, and initiating follow-ups.
• Maintaining faculty calendars, coordinating meetings (in-person and virtual), preparing agendas, and handling travel arrangements (approvals, itineraries, materials, and reimbursements).
• Supporting office operations, including paperwork, schedules, and visitor coordination, often requiring on-site presence and campus escorting.
• Ensuring accuracy in CVs, publications, and biographical sketches while assisting with faculty appointments, visa sponsorships, and licensing needs.
• Preparing scientific reports, speeches, presentations, and correspondence, using various software tools.
• Managing faculty on-call schedules, PTO requests, and physician pager redirections.
• Responding promptly to internal and external requests for documentation and support.
  
  

Clinical Work Group Support (Clinical Research Teams & Mid-Level Providers)

• Provides administrative support to assigned clinical work groups, including license renewals, meeting coordination, setup, catering, and A/V needs.
• Manages IT support requests, travel arrangements, and expense reimbursements.
• Operates in the central department administrative office with in-depth knowledge of administrative functions, working both independently and as part of a team.
• Exercises sound judgment to determine when to escalate issues to the Operations Manager, Department Administrator, or Chairman versus handling them locally.
• Ensures workgroup staff follow institutional and departmental procedures, including accurately recording all leave in the Melanoma Department Leave Calendar.
  
  

Department Administration Support (Department Administrator, Operations Manager)

• Submits timely website updates for assigned faculty/work group to ensure current information.
• Coordinates purchasing activities, liaising between clinical/lab personnel and department buyer, or serving as a buyer for specific areas (e.g., weekly office supply orders).
• Communicates new procurement procedures to department staff.
• Reviews and reconciles Procard monthly, ensuring accuracy and resolving discrepancies according to institutional guidelines.
• May serve as department timekeeper in Kronos and notifies central office of time away, including coverage details.
• Manages inventory for specific area, ensuring accurate and updated departmental lists.
• Processes equipment relocation paperwork and maintains related records.
• Supports the Operations Manager in preparation for new hires.
• Handles lab coat drop-off/pick-up, mail distribution, and copier/fax machine supplies.
• Shares telephone/fax coverage with admin team, ensuring prompt response to all calls, accurate message-taking, and timely distribution.
• Triages calls to appropriate personnel and responds effectively to physicians, healthcare team members, and other stakeholders.
• Assists patients, customers, and staff with directions, meeting locations, deliveries, or general information.
• Provides the central department with faculty and workgroup license application/renewal copies.
• Assists with updating and distributing departmental distribution lists, Melanoma On-Call schedule, telephone rosters, etc.
• Coordinates departmental retreats, CME conferences, or symposium events as assigned.
• Represents the department professionally both within the institution and externally.
  
  

Departmental Projects

• Contributes to department-wide initiatives, including special events, employee recognition programs, administrative team workshops, and space surveys, as assigned.
  
  

Education

Required: High school diploma or equivalent.

Preferred: Associates or Bachelors degree.

Experience

Required: Five years of administrative/secretarial experience. With preferred Associate's degree, three years of required experience and with preferred Bachelor's degree, one year of required experience.

Preferred: Strong admin experience that will support faculty.

Other

Required: 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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

Additional Information

• Requisition ID: 173282
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Day/Evening
• Minimum Salary: US Dollar (USD) 45,000
• Midpoint Salary: US Dollar (USD) 56,500
• Maximum Salary : US Dollar (USD) 68,000
• 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