[Remote] Sr Administrative Assistant - Abdominal Imaging Department

Note: The job is a remote job and is open to candidates in USA. The University of Texas MD Anderson Cancer Center is seeking a Senior Administrative Assistant to provide complex, high-level administrative support within the Abdominal Imaging Department. This role involves coordinating operational, clerical, and faculty support activities to enhance departmental efficiency and effectiveness.

Responsibilities

• Perform complex administrative and secretarial duties requiring independent judgment and decision-making
• Assist with grant proposals, contractual agreements, funding applications, budget projects, and justifications
• Manage calendars, coordinate travel arrangements, and process expense reports and leave documentation
• Maintain electronic calendars, provide scheduling updates, and ensure timely reminders for appointments
• Compose and edit memos, letters, reports, abstracts, manuscripts, and complex documents
• Transcribe meeting minutes and maintain organized confidential files and correspondence
• Provide professional telephone coverage, screen calls, and communicate accurate messages
• Receive, sort, and distribute mail and packages including courier and priority services
• Coordinate with IT support to resolve hardware and software issues
• Type and self-correct correspondence achieving 95%+ accuracy on second draft
• Participate in grant submission processes and administrative coordination
• Process purchase requisitions using DI Ordering Template and maintain documentation for reconciliation
• Coordinate meetings, lectures, and clinical schedules
• Manage faculty CVs, NIH biosketches, and monthly updates within FIS or equivalent systems
• Input publication data including author position, impact factor, and output editor within FIS
• Track licensure and membership renewal deadlines
• Maintain PRS Development spreadsheets and review expenditures
• Compose professional correspondence and documentation
• Coordinate lab coat distribution for faculty members
• Ensure compliance with institutional formatting and documentation standards
• Reconcile assigned departmental accounts and track expenditures
• Create and submit electronic check requests and Concur reimbursements
• Prepare and submit purchase requisitions using DI Ordering Template
• Maintain accounting spreadsheets and track expense allocations
• Organize inventory and ensure adequate office supply levels
• Evaluate and recommend purchases for departmental operations
• Proactively identify and resolve financial or process discrepancies
• Support faculty and staff through project coordination and operational activities
• Gather information and apply independent judgment to resolve administrative challenges
• Perform mathematical computations and manage spreadsheets
• Coordinate participation in space surveys and departmental initiatives
• Support office relocations for faculty and staff under supervision
• Meet deadlines while adhering to institutional guidelines and standards
• Serve as a timekeeper within Kronos and ensure accuracy of records
• Contribute to departmental process improvement initiatives
• Complete CME applications and recertification documentation
• Enhance overall departmental productivity and efficiency

Skills

• High School Diploma or Equivalent
• 5 years Administrative/secretarial experience
• 3 years Required experience with Associate's degree
• 1 year Required experience with Bachelor's degree
• Must pass pre-employment skills test as required and administered by Human Resources
• Associate's Degree
• Bachelor's Degree

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.
• 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.

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