Current jobs related to Senior Administrative Assistant - Houston, Texas - University of Texas MD Anderson Cancer Center

  • Senior Administrative Assistant

    3 weeks ago

    Houston, Texas, United States Target Full time

    About the RoleWe are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at Target. As a Senior Administrative Assistant, you will provide administrative support to multiple leaders and demonstrate a keen ability to think critically in a fast-paced environment.You will be an extension of your leader, complementing their...

  • Senior Administrative Assistant

    2 weeks ago

    Houston, Texas, United States Texas Children's Hospital Full time

    Job SummaryWe are seeking a highly skilled and experienced Senior Administrative Assistant to provide exceptional support to our leadership team. As a key member of our administrative team, you will be responsible for providing administrative support to multiple leaders, including primary support to an Executive (Assistant Vice President or above) and/or a...

  • Senior Administrative Assistant

    4 weeks ago

    Houston, Texas, United States Lonza Full time

    Executive Administrative AssistantLonza Bioscience is seeking an experienced Executive Administrative Assistant to join our team in Houston, TX. As a key member of our leadership team, you will provide high-level administrative support to our Senior Vice President and other senior leaders.Key Responsibilities:Manage complex calendars, coordinate travel...

  • Senior Administrative Assistant

    1 month ago

    Houston, Texas, United States TekWissen LLC Full time

    Job OverviewTekWissen Group is a leading workforce management provider with a global presence. Our client is a renowned biotechnology company that combines technological expertise with world-class manufacturing and scientific excellence. They specialize in pharmaceutical ingredients, bioscience, biopharmaceuticals, custom manufacturing, biotechnology, life...

  • Senior Administrative Assistant

    3 weeks ago

    Houston, Texas, United States Voovio Full time

    Company Overview:Voovio Technologies is a pioneering company that empowers manufacturers to streamline their operations. Our innovative platform helps companies onboard personnel efficiently, transfer knowledge effectively, and reduce incidents. Our clients include leading manufacturers such as BASF, Tesla, Dow, LyondellBasell, Chevron, Westlake, and P66.Job...

  • Senior Administrative Assistant

    4 weeks ago

    Houston, Texas, United States MD Anderson Center Full time

    Job SummaryWe are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at the MD Anderson Center. The successful candidate will provide administrative support to faculty and mid-level providers, as well as coordinate various departmental duties.Key ResponsibilitiesProvide primary departmental timekeeping utilizing the...

  • Senior Administrative Assistant

    4 weeks ago

    Houston, Texas, United States MSCCN Full time

    Job SummaryWe are seeking a highly skilled and organized Senior Administrative Assistant to provide exceptional support to our faculty members. The ideal candidate will have a strong background in administrative work, excellent communication skills, and the ability to multitask and work in a fast-paced environment.Key ResponsibilitiesProvide administrative...

  • Senior Administrative Assistant

    1 month ago

    Houston, Texas, United States Voovio Full time

    Company Overview:Voovio Technologies is a leading global company that serves the biggest players in manufacturing. Our innovative platform helps manufacturers onboard people faster, transfer knowledge from experienced SMEs effectively, reduce incidents and unplanned downtime. Deployed by companies including BASF, Tesla, Dow, LyondellBasell, Chevron (REG),...

  • Administrative Assistant

    1 month ago

    Houston, Texas, United States MD Anderson Cancer Center Full time

    Job SummaryWe are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at MD Anderson Cancer Center. The successful candidate will provide administrative support to our faculty and staff, ensuring the smooth operation of our department.Key ResponsibilitiesProvide administrative support to faculty and staff, including...

  • Senior Administrative Assistant

    4 weeks ago

    Houston, Texas, United States MD Anderson Cancer Center Full time

    Job SummaryWe are seeking a highly skilled and organized Senior Administrative Assistant to join our team at MD Anderson Cancer Center. The successful candidate will provide administrative support to faculty members, ensuring the smooth operation of our department.Key ResponsibilitiesPlan and manage work deadlines and schedules, maintaining calendars and...

  • Senior Administrative Assistant

    2 weeks ago

    Houston, Texas, United States MD Anderson Center Full time

    Job SummaryWe are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at MD Anderson Center. The successful candidate will provide administrative support to assigned faculty, including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, and maintaining calendars.Key...

  • Senior Administrative Assistant

    2 weeks ago

    Houston, Texas, United States MD Anderson Center Full time

    Job SummaryWe are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at the MD Anderson Center. The successful candidate will provide administrative support to assigned faculty, including typing, transcribing, answering phones and voice mails, faxing, scheduling meetings, and maintaining calendars.Key...

  • Senior Administrative Assistant

    2 weeks ago

    Houston, Texas, United States Sentoria Staffing Solutions Full time

    Cockrell Interests OverviewCockrell Interests is a leading asset management firm that oversees a diverse portfolio of investments for the Cockrell family. With a strong focus on quality and a fast-paced environment, we offer challenging and rewarding work opportunities for our team members.Role OverviewThe Senior Administrative Assistant will provide...

  • Senior Administrative Assistant

    2 weeks ago

    Houston, Texas, United States Sentoria Staffing Solutions Full time

    Cockrell Interests OverviewCockrell Interests is a leading asset management firm that oversees a diverse portfolio of investments for the Cockrell family. Our organization offers a dynamic and challenging work environment, where employees are valued and recognized for their contributions. We are committed to building a career with a talented team of...

  • Administrative Assistant

    5 days ago

    Houston, Texas, United States Braeswood Estates Senior Living Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Receptionist to join our team at Braeswood Estates Senior Living. As a Receptionist, you will be responsible for providing exceptional customer service to residents, families, and guests, while also supporting the administrative team with various tasks.Key ResponsibilitiesAnswering phone calls...

  • Senior Administrative Coordinator

    2 weeks ago

    Houston, Texas, United States Addison Group Full time

    Senior Administrative AssistantWe are seeking a highly skilled and experienced Senior Administrative Assistant to join our team at Addison Group. In this role, you will provide administrative support to our C-Suite Executive and their team, ensuring seamless daily operations.Key Responsibilities:Provide exceptional administrative assistance and support to...

  • Senior Medical Administrative Assistant

    2 months ago

    Houston, Texas, United States Genesis Medical Management Solutions Full time

    Job OverviewWe are a dynamic healthcare management organization seeking a Senior Medical Administrative Assistant who excels in a fast-paced, solution-focused environment and possesses exceptional organizational and communication abilities.Key Responsibilities:Manage and coordinate schedules for multiple healthcare professionals, administrative staff, and...

  • Senior Administrative Coordinator

    2 weeks ago

    Houston, Texas, United States TBG | The Bachrach Group Full time

    Senior Administrative AssistantTBG | The Bachrach Group is partnering with a leading investment firm in Texas to find a highly skilled Senior Administrative Assistant to support their finance team.Responsibilities:Manage administrative tasks for the finance group, coordinating calendars and providing exceptional support to the CIO.Arrange meetings, order...

  • Senior Administrative Coordinator

    4 weeks ago

    Houston, Texas, United States TBG | The Bachrach Group Full time

    Senior Administrative AssistantTBG | The Bachrach Group is partnering with a leading privately-held investment firm in Texas to find a highly skilled Senior Administrative Assistant. The ideal candidate will have at least 4 years of experience in office administration within a corporate or financial services environment. A Bachelor's Degree in Business...

  • Administrative Assistant

    2 weeks ago

    Houston, Texas, United States Park Lawn Corporation Full time

    About Park Lawn CorporationPark Lawn Corporation is a leading provider of funeral and cemetery services. We are committed to delivering exceptional care and support to our families and communities.Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The successful candidate will provide administrative...

Senior Administrative Assistant

2 months ago

Houston, Texas, United States University of Texas MD Anderson Cancer Center Full time
Senior Administrative Assistant - GI Medical Oncology

MISSION STATEMENT
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.


SUMMARY


The senior administrative position within the Department of Gastrointestinal Medical Oncology coordinates administrative duties for assigned physicians and their clinical and laboratory staff.

The individual must be able to adapt to constantly changing demands of the institution and the department. In addition to being flexible to take on new tasks and competent at multi-tasking. Excellent organizational skills, attention to detail and time management are essential qualifications to determine the success of this position.

JOB SPECIFIC COMPETENCIES
Administrative Support to Faculty 60%

  • Provide comprehensive administrative support to designated faculty members and departmental representatives.
  • Execute intricate administrative tasks, including word processing, presentation creation, document composition, editing, and meticulous proofreading.
  • Oversee various office operations, including phone management, faxing, photocopying, filing, mail distribution, and the coordination of onboarding logistics for new hires.
  • Create both formal and informal correspondence, format presentations, and maintain confidential office records with precision.
  • Ensure the punctual submission of required reports and assignments, in accordance with faculty and immediate supervisor directives.
  • Generate, update, and refine Curriculum Vitae, biosketches, and reference materials using the FIS and SciENcv database.
  • Facilitate the accurate processing of leave and extramural requests for faculty and staff prior to their travel.
  • Manage meeting requests, including confirming conference room reservations, arranging AV setup, preparing agendas, printing handouts, and coordinating catering arrangements.
  • Demonstrate exemplary phone etiquette while handling calls on behalf of faculty and designated personnel.
  • Skillfully organize faculty-led conferences, workshops, and special projects.
  • Submit clinic block requests to optimize scheduling.
  • Exercise discretion, independent judgment, and analytical thinking when addressing routine clerical duties.
  • Foster productive relationships with faculty, staff, supervisors, and the public.
  • Uphold professionalism, effective communication, a customer-centric approach, and courteous correspondence etiquette.
  • Proficiently navigate Microsoft Office suite, institutional systems, and related software applications.
  • Provide comprehensive administrative assistance, including supporting laboratory and clinical staff under the purview of assigned faculty.
  • Coordinate seamless conferences and large-scale events, compose different correspondence, manage calendars, schedule meetings, and arrange catering and venues.
  • Manage faculty travel logistics, oversee expenses, and maintain accurate extramural leave records in compliance with policy guidelines.
  • Maintain precision in updating faculty profiles, curriculum vitae, publications, and biographical sketches.
  • Demonstrate expertise in advanced-level tasks within institutional systems.
  • Exhibit the ability to meet deadlines, prioritize tasks effectively, and manage multiple responsibilities.
  • Arrange and manage travel for faculty and other designated personnel using institutional travel management tools promptly and efficiently.
  • Review calendars for accuracy and coordinate travel arrangements, which may include preparing itineraries, arranging ground transportation, confirming reservations, requesting agendas, making hotel accommodations, and processing reimbursements.
  • Complete leave requests and extramural spreadsheets in advance of travel leave dates.
  • Process all reimbursements in a timely manner, including calculating expenses, preparing expense reports, and maintaining expenditure tracking logs.
  • Coordinate conference registration fees and membership fees for faculty and other designated individuals.
Administrative Support to Department 20%

  • Collaborate with leadership on intricate projects and departmental events.
  • Serve as a primary or backup for different departmental responsibilities, such as Kronos timekeeping, inventory monitoring, offsite equipment agreements processing, asset ordering and transfers, key procurement, departmental personnel databases management, upkeep of department photo/email directory, website updates, and restocking of kitchen, paper, toner, and office supplies.
  • Coordinate and execute special functions and events, encompassing both on-site and off-site departmental gatherings, employee recognition programs, and educational initiatives. This involves meticulous planning, logistics coordination, scheduling, facility arrangements, and catering coordination.
  • Facilitate team-building and human resources activities for the department, including organizing EEE, ELPT, Anderson Award, Food Drive, and other institutional, divisional, and departmental endeavors.
  • Oversee the management of departmental conference rooms, encompassing meeting requests, daily calendar printing, and maintenance requests for IT equipment.
  • Collaborate with the IT team to address computer hardware and software issues and manage asset acquisitions.
  • Contribute to departmental strategic planning and participate in functions such as inventory upkeep and space planning.
  • Efficiently manage departmental records, filing rooms, storage areas, and overall tidiness, ensuring adherence to Record Retention Schedule policies.
  • Lead the coordination of new employee onboarding procedures, including setting up office space, computer and phone setups, signage and key orders, access approvals, organizational chart updates, and distribution list maintenance.
  • Facilitate office relocations, repairs, and furniture adjustments to enhance workspace efficiency.
  • Track and process new trainee appointments and re-appointments, including account creation, communication with trainees, document oversight, TAA coordination, approvals, and form completions.
  • Act as a knowledgeable resource and administrative representative, contributing expertise and support.
  • Assume responsibilities as Emergency plan department officers to ensure preparedness and safety.
  • Develop priorities and monitor the progress of special projects to achieve successful outcomes.
  • Cultivate effective relationships with faculty, staff, supervisors, and the public, upholding professionalism and communication excellence.
  • Demonstrate proficient utilization of Microsoft Office suite, institutional systems, and related software tools.
  • Adhere to institutional, departmental, and divisional administration policies, encompassing asset control management, records management, key control, emergency and fire plans, and other pertinent areas.
Administrative Support for faculty and department finances 10%

  • Collaborate with the finance team to ensure timely tracking and provision of supporting documentation for various financial transactions.
  • Monitor faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis.
  • Organize and maintain required documents to track grant and institutional account activity on a monthly basis.
  • Utilize financial systems to assist faculty in optimizing financial resources, including purchasing and staff funding decisions.
  • Process purchase order (PO) requisitions, ensuring accurate and timely completion and closure of POs.
  • Review and close-out open POs on a monthly basis, reporting to the finance team.
  • Act as a primary vendor liaison, coordinating purchases and deliveries.
  • Adhere to funding guidelines, institutional financial policies, and departmental internal controls.
  • Compile comprehensive reports on a monthly, quarterly, and annual basis by gathering data from various sources, providing valuable insights for informed decision-making.
  • Maintain accurate and timely tracking of expenses, income, and projections for company centers, serving as a foundation for financial planning and resource allocation.
  • Analyze ongoing program finances by monitoring monthly balances, evaluating effectiveness, and identifying optimization opportunities.
  • Manage PRS account expenses for faculty and physician assistants, ensuring compliance with company policies.
  • Provide support to team members as directed, ensuring operational continuity during peak periods or staff absences.
  • Collect, organize, and submit information for departmental reports, facilitating internal and external communication.
  • Generate ad hoc reports highlighting clinic activities for strategic decision-making.
  • Organize the RME Conference, coordinating logistics and fostering knowledge exchange.
  • Assume a leadership role in overseeing departmental duties and coverage schedule, contributing to operational excellence.
Administrative Support for Faculty's Grant/Research 10%

  • Provide valuable assistance in the preparation, formatting, and submission of faculty's manuscripts, grants, protocols, scientific papers, speeches, articles, and reports.
  • Ensure the punctual and precise submission of required documents for manuscripts and grants, proactively tracking stages, alerting investigators, and initiating necessary response processes.
  • Expertly compile and organize binders for faculty member's clinical trials, contributing to streamlined research endeavors.
  • Create compelling slide presentations, leveraging MS PowerPoint software, and oversee the necessary administrative procedures for slide manufacturing.
  • Collaborate with the Grants Team to facilitate smooth grant submissions, meticulously organizing and compiling requisite forms and sections, as well as securing Other Support and Biographical Sketch pages.
  • Maintain an array of professional documents, including other support, biosketch, and CVs, in various formats for faculty members and their collaborators.
  • Ensure the accuracy of professional documents, bibliographic libraries, and grant-related records through regular revisions and updates, in close consultation with faculty.
  • Diligently curate EndNote or similar reference databases, continually adding new references, revising existing ones, and downloading relevant abstracts.
  • Provide valuable support for the development of manuscripts, abstracts, and reports, contributing to the effective communication of research findings.
  • Enhance and refine professional documents, bibliographic libraries, and grant-related materials to ensure accuracy and consistency.
  • Generate, revise, and maintain Curriculum Vitae, biosketches, and reference materials within relevant databases for faculty members.
  • Skillfully manage both formal and informal correspondence, employing adept formatting skills to create impactful presentations tailored to specific needs.
  • Uphold the confidentiality and meticulous organization of office files, ensuring efficient retrieval and access.
  • Conduct thorough reviews of Conflict of Interest (COI) agreements and other contractual documents, ensuring meticulous alignment with established guidelines.
Other duties as assigned

Education Required - High school diploma or equivalent.

Experinece 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.

Other - 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.

Onsite Presence:
Hybrid