MD Anderson Cancer Center Administrative Assistant - Clinical Cancer Prevention in Houston, Texas

Administrative Assistant - Clinical Cancer Prevention

Location: United States, Texas, Houston, Houston (TX Med Ctr) at

Admin/Clerical Support at

Cancer Prev & Pop Sciences 900143

Requisition #: 115324

The primary purpose of the Administrative Assistant position is to support one or more faculty members and/or supervisors by organizing and coordinating assigned activities, and perform varying and extensive complex secretarial duties requiring considerable responsiveness to management and staff needs in an academic setting in support of the Faculty and their research staff. The position requires judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills in and outside the department.


*Communication: He/she must be able to understand and respond to telephone conversations with physicians and other members of the health care team, both within and outside of the institution. He/she must be able to clearly write and/or clearly communicate verbally person-to-person or over the telephone. Work closely with Office Manager to review departmental workflow and to review use of resources to promote attainment of routine and other priorities. Assist Administrative Assistants to determine priorities by clarifying assignments and by communicating with staff. Demonstrate ability to create working teams to share workload as necessary and to encourage staff input into process development.

  • Travel Management: Reviews calendars for accuracy to coordinate travel arrangements for assigned physicians; arranges airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details. Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures.

  • Purchasing/Reimbursement Requests: Completes the typing and/or processing of check requests, travel requests, print shop/purchase requisitions, order forms/requisitions, travel requests/reimbursements (i.e. ready for authorized signature). Prepare reimbursement requests for outside lectures. Must communicate project status (completion or delays) to manager as required. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor/physician and co-workers. Completes forms for license renewal of assigned physician. Completes medical/specialty society applications for assigned staff.

*Accurately processes licensure, medical, and specialty society applications and/or renewals.

required forms and sections as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attends and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software. Maintains master files, requiring continuous revisions to documents, bibliographic libraries, shared resource database and grant/protocol/other support/ manuscript documentation.

  • Project Coordination: Directs and coordinates all project activities and phases of assigned projects through delegated faculty or the Office Manager.

  • General Coordination: Faculty & Trainee Recruitment: Assists in faculty & trainee recruitment by acting as the contact person. Arranges travel and accommodations if appropriate. Prepares meeting agendas. Ensures all expenditures are processed according to institutional guidelines.

Administrative Operations

Calendar Management: May provide assistance with administrative and operational activities of a complex nature. Organizes meetings, arranges catering, and provides logistical support for meetings/conferences. This includes coordinating attendees' calendars, typing agenda, scheduling catering, producing flyers, reserving visual and audio materials, etc. Coordinate receptions and annual department celebrations (facilitate site selection, work with caterer in preparation of menu, produce flyers, etc.) Set up appointments, record pertinent events and functions to calendar.

Administrative Coordination

Manuscripts/CV/Protocols/Other Support/ Grant Submissions: Must maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the Faculty Information System (FIS) on computer via keyboard. Coordinates manuscript/protocol/grant submissions by organizing and compiling


Maintains and reconciles faculty development funds PRS and all company centers that roll-up to the assigned faculty. Documents all expenses and accurately prepares all expense reimbursements according to institutional guidelines.

Other duties asassigned



High school diploma or equivalent. Specialized training in secretarial skills (such as word processing and business).



Four years secretarial experience including advanced secretarial duties. Must pass pre-employment skills a 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.