[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.ResponsibilitiesPerform complex administrative and secretarial duties requiring independent judgment and decision-makingAssist with grant proposals, contractual agreements, funding applications, budget projects, and justificationsManage calendars, coordinate travel arrangements, and process expense reports and leave documentationMaintain electronic calendars, provide scheduling updates, and ensure timely reminders for appointmentsCompose and edit memos, letters, reports, abstracts, manuscripts, and complex documentsTranscribe meeting minutes and maintain organized confidential files and correspondenceProvide professional telephone coverage, screen calls, and communicate accurate messagesReceive, sort, and distribute mail and packages including courier and priority servicesCoordinate with IT support to resolve hardware and software issuesType and self-correct correspondence achieving 95%+ accuracy on second draftParticipate in grant submission processes and administrative coordinationProcess purchase requisitions using DI Ordering Template and maintain documentation for reconciliationCoordinate meetings, lectures, and clinical schedulesManage faculty CVs, NIH biosketches, and monthly updates within FIS or equivalent systemsInput publication data including author position, impact factor, and output editor within FISTrack licensure and membership renewal deadlinesMaintain PRS Development spreadsheets and review expendituresCompose professional correspondence and documentationCoordinate lab coat distribution for faculty membersEnsure compliance with institutional formatting and documentation standardsReconcile assigned departmental accounts and track expendituresCreate and submit electronic check requests and Concur reimbursementsPrepare and submit purchase requisitions using DI Ordering TemplateMaintain accounting spreadsheets and track expense allocationsOrganize inventory and ensure adequate office supply levelsEvaluate and recommend purchases for departmental operationsProactively identify and resolve financial or process discrepanciesSupport faculty and staff through project coordination and operational activitiesGather information and apply independent judgment to resolve administrative challengesPerform mathematical computations and manage spreadsheetsCoordinate participation in space surveys and departmental initiativesSupport office relocations for faculty and staff under supervisionMeet deadlines while adhering to institutional guidelines and standardsServe as a timekeeper within Kronos and ensure accuracy of recordsContribute to departmental process improvement initiativesComplete CME applications and recertification documentationEnhance overall departmental productivity and efficiencySkillsHigh School Diploma or Equivalent5 years Administrative/secretarial experience3 years Required experience with Associate's degree1 year Required experience with Bachelor's degreeMust pass pre-employment skills test as required and administered by Human ResourcesAssociate's DegreeBachelor's DegreeBenefitsEmployer-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.Company OverviewThe University of Texas MD Anderson Cancer Center is one of the world’s most respected centers devoted exclusively to cancer patient care, research, education and prevention. It was founded in 1994, and is headquartered in Houston, Texas, USA, with a workforce of 10001+ employees. Its website is https://www.mdanderson.org/.