The primary purpose of the Administrative Coordinator position is to develop, implement and maintain organizational and programmatic functions and assist with administrative activities to impact departmental efficiency and productivity. Performs administrative tasks identified by the Radiation Oncology Program Administrator. Overall responsibility for program coordination of the programs, including the planning, development and implementation of administrative and financial management systems for the Program Administrator. Requires independent judgment and initiative. Must have excellent verbal and written communication skills to effectively communicate with all levels of staff, patients and visitors. Requires strong organizational skills with the ability to multi-task. Must be able to work independently with minimum supervision under stressful conditions periodically. The performance for all expected outcomes is measured by observation of supervisor, reports from faculty members and co-workers, the accuracy and timeliness of work produced, and the demonstrated ability to effectively work under stress. Must be able to lift up to 20 pounds around the facility using carts and manual lifting. **JOB SPECIFIC COMPETENCIES** **GLOBAL ONCOLOGY PROGRAM** • Maintains ECHO certification • Facilitates weekly international conference call via Zoom • Creates and moderates weekly pre-test and post-test via Kahoot! • Collects and exports data for collaborators • Tracks and records attendance via iECHO • Meeting Coordination including scheduling, minutes and other documentation. Schedule coordination, including invites, document repository, minutes and recordings. This includes all Global Oncology initiatives. • Coordinate travel and expenses for Dr. Jhingran and the other collaborators for the Radiobiology & Radiation Physics Course. • Serve as the data coordinator for the program by coordinating, facilitating, scheduling, and moderating the zoom sessions. Program and administer the pre & post-test quizzes for the Zoom program and manage the data. These sessions are from February - November every year. **CANCER NETWORK PROGRAM** · Provides administrative support to the Deputy Division Head, Executive Director of the Radiation Oncology Cancer Network Program · Provides administrative support to the Director of the Radiation Oncology Cancer Network Research · Assists the Cancer Network Research program with administrative tasks and survey creation · Attends and tracks attendance for six weekly peer-review calls · Manages the Peer Review Coverage Calendar and works with the CN Liaisons to ensure coverage · Tracks and submits time for Cancer Network liaisons and all Radiation Oncology Faculty via the ATAS data entry system · Schedules and hosts multiple integration visitors per year · Plans and facilitates the Annual Network Education in Radiation Oncology Conference (NERO) · Coordinates extensive Cancer Network specific travel such as site visits and relationship visits · Assists in organizing Cancer Network Reception at annual ASTRO meeting · Manages the MDACC CN RO QMP & Resources Teams page and work with IT teams to make changes/improvements based on user feedback. This includes updating treatment guidelines, metric data, and education content for the Cancer Network · Assisting with multiple cross-departmental Cancer Network projects and initiatives and liaising with stakeholders from across the institution as well as external stakeholders · Works closely with Cancer Network Radiation Oncology Executive Director, Program Manager, and the Cancer Network to develop, update, and disseminate standards of procedure and improve processes · Assists the Administrative Director of Quality and Safety to coordinate and facilitate various quality initiatives related to the Cancer Network. · Coordinates extensive Cancer Network-specific travel such as site visits and relationship visits · Coordinates various other Cancer Network related projects. · Other duties as assigned. **DOCUMENTATION** • Collects, prepares and maintains credentialing and privilege access documents as needed. • Responsible for general assignments and delegating projects related to successful program coordination. • Attends program meetings, preparing needed information for dissemination and review. Follows up with meeting attendees to ensure action items have been completed and initiated as required. • Completes forms and complies with institutional, state, and federal agencies; interprets and adheres to the policies and procedures related to departmental standardized operating procedures. • Prepares or delegates the preparation of minutes for meetings, conferences and program support. • Responsible for maintaining Safety Certifications. **CALENDAR MANAGEMENT** • Maintains faculty/staff requests for time off and clinic coverage via MyHR and Outlook service calendars for vacation, sick leave, and absences. • Responsible for departmental timekeeping via MyHR Calendar. • Responsible for completing or delegating program support to include scheduling and coordinating high attendance events. • Coordinates or delegates the scheduling of meetings, classes, seminars, symposiums, workshops and conferences. Arranges events at the institutional level. Includes writing seminar announcements, planning advertising, catering, and visitor travel. **DEPARTMENT OPERATIONS** • Manages office inventory to include maintaining Asset Management documentation to comply with Institutional, Divisional and Departmental guidelines. • Assists the administrative efforts of the department's operations in various locations. • Responsible for projects as assigned by Supervisor. • Responsible for attending and successfully completing educational courses as assigned by Supervisor. • Other duties as assigned. **BUSINESS DEVELOPMENT** • Assists in general responsibilities, policy creation, training, research, and business management as it relates to successful program coordination. **FINANCE AND TRAVEL** • Posts and tracks fiscal expenditures for PRS and Chairman's funds and grant cost centers. Monitors expenses to ensure cost centers are not over-expended. Must comply with policies and procedures for various funding sources when processing reimbursements and travel. • Responsible for coordinating financial and service arrangements. • Coordinates travel for staff including registrations, hotel accommodations, and transportation. Collects receipts, completes and submits travel reimbursements according to division/institutional travel procedures. Other duties as assigned **Education** **Required:** High school diploma or equivalent. **Experience** **Required:** Seven years of administrative or related experience. With preferred Bachelor's degree, three years of required experience. **Preferred:** The ideal candidate should have experience in arranging travel, utilizing Concur for travel booking and expense management, setting up meetings, reserving conference rooms, managing calendars, and providing comprehensive project support. Strong organizational skills and the ability to handle multiple tasks simultaneously are essential. 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: 173300 + 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: non-exempt and 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