The primary purpose of the Program Coordinator position is to support the direction of program operations in a broad-based multidisciplinary environment that integrates faculty and staff from two academic departments and other institutional components specializing in genitourinary cancer services. This position directly supports departmental faculty and requires independent judgment; strong interpersonal, communication, and organizational skills; concurrent management of multiple projects; ability to prioritize functions; successful management of program schedules and deadlines; analysis and evaluation of program operations and procedures; research, development, and preparation of program proposals, reports, and prospective funding sources; establishment of program standards for achieving goals; planning and coordination of special events; and directs program evaluation activities.

KEY FUNCTIONS

Program Coordination

• Coordinate Cancer Medicine Fellowship's rotations through GU Medical Oncology, including corresponding with Fellows and Program Chairs.

• Coordinate the faculty on call calendar schedule including information listed in the institutional on call calendar and Outlook calendar reminders.

• Develops and facilitates meetings, lectures or seminars; coordinates logistics, scheduling, travel, information packets, participant communications, and CME accreditation as needed.

• Assist with grant and government compliance for departmental publications.

• Coordinate special lectures, meetings, conferences including but not limited to coordination of the Samuels Lectureship, Von Hippel Lindau (VHL) Conference, the monthly Koch Center Seminar Series, CME accreditation and the Prostate Cancer Active Surveillance Program.

• Coordinate faculty recruitment and visitor travel including itineraries, meetings, and lectures.

• Manage the SharePoint blocked clinic calendar that ensures the clinic is aware faculty out of office dates/times so that patients are properly scheduled.

• Manage program websites including the GU SharePoint site and external site.

• Coordinate with outside agencies and institutions to facilitate departmental program objectives.

• Coordinate activities of interrelated programs, departments or staff to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications.

• Create, edit and format PowerPoint presentations, posters and other presentation materials.

• Coordinate departmental efforts toward institutional programs.

• Assist in the preparation of grants, financial reports, and special projects.

• Compile data and prepare department reports.

Faculty/Management Support

• Provide administrative support to assigned faculty.

• Provide administrative support to Advanced Practice Providers.

• Manage faculty calendars while appropriately communicating with faculty of any conflicts.

• Maintain current faculty curriculum vitae, biosketch, and other support information within FIS.

• Maintain faculty licensing for TMB, DEA, ACLS, BLS and other various memberships as needed. Provide the Medical Staff Office with current licenses and update Outlook licensing calendar and faculty file.

• Prepare and coordinate travel within Concur and ensure timely submission of reimbursements and expense reports. This includes preparation of itinerary and all meetings associated with travel.

• Submit and maintain extramural and PTO leave within WebSchedule.

• Submit blocked clinic requests and coordinate with clinical team to ensure faculty administrative and clinical commitments don't overlap.

Program Coordinator - Genitourinary Medical Oncology

• Assist the grants team with data needed to ensure timely submission of required documents for institutional and governmental grants.

• Provide confirmation of completed requests.

• Compose formal and informal correspondence and documents.

• Create, edit, and format presentations.

• Assist faculty with manuscript submissions according to journal specifications.

Departmental Support

• Provide telephone coverage, which includes answering telephones, routing calls appropriately, and taking messages when necessary.

• Assist with orientation and training of new employees.

• Assist with the departmental mail and email/deliver to appropriate teams.

• Provide administrative support to other department staff as assigned.

• Arrange conferences according to department specifications, including booking rooms, catering, and equipment.

• Take attendance for weekly in-patient meeting and provide information for Risk Medical Education.

• Prepare Fedex and other courier air bills, schedule package pickup and assist with departmental package distribution.

• Assist with general reviewing/formatting various types of documents (letters of recommendation/support, patient letters on institutional letterhead).

• Assist the finance team with the reconciliation of faculty PRS related expenses.

• Assist other employees and vendors with directions and locating meetings, etc.

• Mentor departmental administrative assistants by guiding their career development and experiential growth opportunities.

• Participate in advanced administrative projects as requested.

• Assist in the development and updating of administrative systems, procedures and policies.

• Maintain workflow by studying methods and implementing changes where needed.

• Be able to organize and disseminate information in a clearly understood manner.

• Use independent judgement and complex analysis to gather facts and determine appropriate solutions.

Compose complex correspondence, often of a confidential nature, from basic information and route appropriately.

EDUCATION:

Required: Bachelor's degree in Business Administration or related field.

Preferred: Master's degree.

EXPERIENCE:

Required: Three years project/program coordination experience. May substitute required education degree with additional years of equivalent experience on a one to one basis. With preferred degree, one year of required experience.

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: 173777

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 53,000

• Midpoint Salary: US Dollar (USD) 66,000

• Maximum Salary : US Dollar (USD) 79,000

• FLSA: exempt and not 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

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