Program Coordinator - Surgical Oncology - MD Anderson
Houston, TX
About the Job
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.
· Manage multiple complex projects, including composing and preparing various documents such as correspondence, agendas, and meeting announcements.
· Serve as the site administrator for the Surgical Oncology Department SharePoint site, updating visual aids, maintaining site applications, and creating department-specific applications as needed.
· Conduct regular meetings on behalf of the Chair to discuss departmental needs, project status, and maintain a consistent dialogue for united focus.
· Assist in the development and maintenance of departmental processes to ensure operational efficiency in support of the Chair and DA
· Support Department Administrator in orientating and training new employees to uphold departmental standards and procedures effectively.
· Coordinates speakers with the Co-Directors, Chair, Department Administrator and faculty for the departmental Pancreas Distinguished Lecture Seminar Series.
· Arranges travel, hotel, ground transportation, visiting itinerary, dinner reservations, conference room reservations, technological setup, and prepares honoraria and reimbursements of lecture related expenses for more than 20 speakers per year.
· Prepares and distributes the invitation letter to potential speakers.
· Arranges their visit based on their availability and the schedule of the seminar series.
· Prepare monthly reports and meets with department's Research Nurse and Coordinator to review the collect the patient charts for the Pancreas weekly meeting. Attends weekly pancreas meeting and sets up the zooms, etc. departmental and institutional meetings and conference/seminars as relevant.
· Collaborates with pancreas faculty to develop leave of absence calendar that serves as the catalyst for updating several departmental and institutional calendars including the institutional on-call schedule and the Divisional OR block schedule.
· Coordinates all necessary arrangements related to administrative duties within the institution such as Hurricane Ride Out and Recovery documentation and coverage schedule.
· Collaborates with the Administrative Fellows regarding Fellows call coverage and Pancreas specialty service team assignments.
· Maintains calendar of Department Chair, Administrator and Surgeons as needed.
· Responsible for screening and routing incoming calls to the Department Administrator.
· Coordinates meetings on behalf of the Department Chair, Surgeon and Administrator which includes scheduling conference rooms, ordering catering and coordinating videoconferences as needed.
· Coordinates travel arrangements and completes expense reimbursements for the Department Chair, Department Administrator and Surgeons.
· Routinely attend training offered by the institution as a refresher on a routine basis.
CV Maintenance/Manuscripts and Other Document Production, Create and maintain curriculum vitae (CV) in the appropriate institutional format using institutional software. Edit and proofread document for errors and consistency. Update information on a monthly basis, including conducting online publication searches. · Assists in the preparation and submission of manuscripts, abstracts, book chapters, and protocols, ie setting up monitor meetings and reminders. Other Support Page in appropriate institutional format using institutional software. Edit and proofread document for errors and consistency. NIH biosketch in appropriate NIH format using institutional software (FIS). Edit and proofread document for errors and consistency. Adhere to NIH Public Access Policy, by assuring all peer-reviewed articles (from 04/07/2008 to Present) for all corresponding authors are deposited in PubMedCentral (PMC) via the NIH Manuscript System (NIHMS).
· Provide coordination in support of Chair, Assistant Profesors and Department Administrator regarding the reconciliation of account activities related to PRS, Grants and reconciliation transfers. Provides coordination by determining funds availability or dissemination of information. Responsible of meeting monthly deadlines on STAT Samples. Update monthly the department account balances, which includes: revenue, expenses, encumbrances and personnel. Verify completed payment of invoices and close any pending open Pos as related to the Chair and Assistant Professor.
· In addition, the position will provide back-up support for Program Coordinators during limited staffing incidents.
Required Education:
Bachelor's degree in Business Administration or related field.
Preferred Education:
Master's degree.
Required Experience:
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.
Preferred Experience/Skills:
Administrative experience including experience with scheduling, booking travel, CV updates and account reconciliation, experience supporting faculty, detail oriented, and flexible.
Work Location:
This position has a hybrid onsite/remote schedule. Must be flexible.
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
#LI-Hybrid
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.
- Chair Program Coordinator
· Manage multiple complex projects, including composing and preparing various documents such as correspondence, agendas, and meeting announcements.
· Serve as the site administrator for the Surgical Oncology Department SharePoint site, updating visual aids, maintaining site applications, and creating department-specific applications as needed.
· Conduct regular meetings on behalf of the Chair to discuss departmental needs, project status, and maintain a consistent dialogue for united focus.
· Assist in the development and maintenance of departmental processes to ensure operational efficiency in support of the Chair and DA
· Support Department Administrator in orientating and training new employees to uphold departmental standards and procedures effectively.
- Pancreas Section
· Coordinates speakers with the Co-Directors, Chair, Department Administrator and faculty for the departmental Pancreas Distinguished Lecture Seminar Series.
· Arranges travel, hotel, ground transportation, visiting itinerary, dinner reservations, conference room reservations, technological setup, and prepares honoraria and reimbursements of lecture related expenses for more than 20 speakers per year.
· Prepares and distributes the invitation letter to potential speakers.
· Arranges their visit based on their availability and the schedule of the seminar series.
· Prepare monthly reports and meets with department's Research Nurse and Coordinator to review the collect the patient charts for the Pancreas weekly meeting. Attends weekly pancreas meeting and sets up the zooms, etc. departmental and institutional meetings and conference/seminars as relevant.
- Section Leave of Absence/On-Call Coordinator
· Collaborates with pancreas faculty to develop leave of absence calendar that serves as the catalyst for updating several departmental and institutional calendars including the institutional on-call schedule and the Divisional OR block schedule.
· Coordinates all necessary arrangements related to administrative duties within the institution such as Hurricane Ride Out and Recovery documentation and coverage schedule.
· Collaborates with the Administrative Fellows regarding Fellows call coverage and Pancreas specialty service team assignments.
- Department Chair and Department Administrator and Core Team Administrative Support
· Maintains calendar of Department Chair, Administrator and Surgeons as needed.
· Responsible for screening and routing incoming calls to the Department Administrator.
· Coordinates meetings on behalf of the Department Chair, Surgeon and Administrator which includes scheduling conference rooms, ordering catering and coordinating videoconferences as needed.
· Coordinates travel arrangements and completes expense reimbursements for the Department Chair, Department Administrator and Surgeons.
- Departmental Administrative Support
· Routinely attend training offered by the institution as a refresher on a routine basis.
CV Maintenance/Manuscripts and Other Document Production, Create and maintain curriculum vitae (CV) in the appropriate institutional format using institutional software. Edit and proofread document for errors and consistency. Update information on a monthly basis, including conducting online publication searches. · Assists in the preparation and submission of manuscripts, abstracts, book chapters, and protocols, ie setting up monitor meetings and reminders. Other Support Page in appropriate institutional format using institutional software. Edit and proofread document for errors and consistency. NIH biosketch in appropriate NIH format using institutional software (FIS). Edit and proofread document for errors and consistency. Adhere to NIH Public Access Policy, by assuring all peer-reviewed articles (from 04/07/2008 to Present) for all corresponding authors are deposited in PubMedCentral (PMC) via the NIH Manuscript System (NIHMS).
· Provide coordination in support of Chair, Assistant Profesors and Department Administrator regarding the reconciliation of account activities related to PRS, Grants and reconciliation transfers. Provides coordination by determining funds availability or dissemination of information. Responsible of meeting monthly deadlines on STAT Samples. Update monthly the department account balances, which includes: revenue, expenses, encumbrances and personnel. Verify completed payment of invoices and close any pending open Pos as related to the Chair and Assistant Professor.
· In addition, the position will provide back-up support for Program Coordinators during limited staffing incidents.
Required Education:
Bachelor's degree in Business Administration or related field.
Preferred Education:
Master's degree.
Required Experience:
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.
Preferred Experience/Skills:
Administrative experience including experience with scheduling, booking travel, CV updates and account reconciliation, experience supporting faculty, detail oriented, and flexible.
Work Location:
This position has a hybrid onsite/remote schedule. Must be flexible.
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: 168389
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 51,000
- Midpoint Salary: US Dollar (USD) 64,000
- Maximum Salary : US Dollar (USD) 77,000
- 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
#LI-Hybrid
Source : MD Anderson