Administrative Coordinator - Cardiology

University of Texas MD Anderson Cancer Center

Houston (TX)

Hybrid

USD 53,000 - 79,000

Full time

5 days ago

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Benefits offered by this job

Employer-paid medical coverage from 30

PTO accruals and holidays

Tuition Assistance Program after six m

Pension/retirement plans

Job summary

University of Texas MD Anderson Cancer Center seeks an Administrative Coordinator to support complex departmental operations in Cardiology. You will manage calendars, credentialing, travel, and communications for faculty and staff, while coordinating initiatives across divisions.

The role requires strong organization, discretion with sensitive data, and effective collaboration with leadership. The position emphasizes scheduling, credentialing, and process improvement to ensure departmental

Qualifications

10+ years administrative experience, preferably in healthcare or academic medical environment.
Highly organized with the ability to work independently and handle confidential information.
Strong communication, calendar management, project coordination, and problem-solving skills.

Responsibilities

Coordinate multiple assignments and projects with independent judgment.
Respond diplomatically to stakeholders while handling sensitive situations and confidential info.
Coordinate faculty recruitment activities and credentialing processes.
Conduct departmental orientation for new employees and trainees.
Maintain confidential files, databases, reports, and SOPs.
Prepare credentialing packets and monitor licensure compliance.
Assist with faculty promotions, reviews, and tenure processes.
Coordinate office moves, space requests, and maintenance.
Serve as administrative liaison for Grand Rounds and weekly conferences
Provide backup support to Operations Manager and timekeeping duties.
Maintain outpatient and inpatient calendars; coordinate with CPC and Mays Clinic for shift coverage.
Ensure clinic schedules are updated with Clinical Supervisors and Directors.
Provide clerical and administrative support; arrange travel and expense reports.
Process travel reimbursements and update scheduling systems.
Communicate absences and update scheduling in a timely manner.
Manage meetings, agendas, and presentation materials.
Maintain department external/internal websites and communications; prepare updates.
Coordinate departmental space assignments and inventory; manage IT and equipment coordination.

Skills

Calendar management

Communication

Project coordination

Problem solving

Administrative support

Confidential information handling

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

Web scheduling systems

Job description

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Within the Department of Cardiology, this Administrative Coordinator role supports complex departmental operations, faculty activities, clinical scheduling, communications, and administrative initiatives that contribute to organizational effectiveness and productivity. The Administrative Coordinator works closely with department leadership and faculty while managing multiple priorities in a fast-paced environment.

As an Administrative Coordinator, the successful candidate will provide high-level administrative and operational support, coordinate faculty recruitment and credentialing activities, manage clinical calendars, and serve as a key liaison across multiple stakeholders. The Administrative Coordinator plays an important role in maintaining departmental efficiency, supporting strategic initiatives, and ensuring compliance with institutional processes and guidelines.

The ideal candidate has 10+ years of administrative experience, preferably in faculty-facing roles within a healthcare or academic medical environment. Is a highly organized professional with experience providing administrative and operational support in a complex environment. The candidate should demonstrate strong communication, critical thinking, calendar management, project coordination, and problem-solving skills, along with the ability to work independently, manage confidential information, and prioritize competing deadlines. Education, experience, and licensure preferences were not provided.

Salary Range: $53,000 - $66,000 - $79,000

This position requires working onsite for the first 90 days to ensure successful onboarding and integration into the department.

Why Us?

At UT MD Anderson, this role directly supports faculty, clinical operations, and departmental initiatives that advance the institution's mission of exceptional cancer care, research, education, and prevention. The position offers opportunities to develop administrative leadership skills, manage impactful projects, collaborate across departments, and contribute to a high-performing environment that values professional growth and work-life balance.

Employer-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.

Responsibilities

Department Operations

Coordinate multiple assignments and projects simultaneously while exercising independent judgment and discretion
Respond diplomatically to internal and external stakeholders while handling sensitive situations and confidential information
Coordinate faculty recruitment activities and supporting administrative processes
Conduct departmental orientation for new employees and trainees
Maintain confidential office files, databases, reports, and departmental standard operating procedures and manuals
Prepare faculty and advanced practice provider credentialing packets and monitor licensure compliance activities
Assist with faculty promotions, mid-year reviews, and tenure appointments
Facilitate office moves, Facilities Asset Requests (FAR), FM Space requests, and departmental maintenance requests
Collaborate with the Division of Internal Medicine as the department administrative representative for Grand Rounds and assist with weekly noon conferences
Serve as the department's primary timekeeper and provide backup support to the Operations Manager

Clinical & Schedule Calendar Management

Maintain faculty and advanced practice provider outpatient and inpatient calendars
Coordinate with the CardioPulmonary Center (CPC), Thoracic Imaging Department, and Mays Clinic to ensure routine shift coverage
Collaborate with the CPC Medical Director and advanced practice provider supervisor to ensure clinic schedules are assigned and updated
Coordinate with Clinical Specialists to ensure assigned shifts are appropriately staffed
Distribute and interpret calendar schedules for Houston Area Locations (HALs)
Maintain the on-call system, annual schedules, and monthly clinical schedules
Monitor schedule accuracy and communicate updates to relevant stakeholders

Administrative Support

Provide clerical and administrative support to assigned faculty and staff
Coordinate travel arrangements and prepare expense reports in accordance with institutional guidelines
Process travel reimbursement documentation and expenditure submissions
Communicate faculty absences to clinics and update departmental web scheduling systems in a timely manner
Manage calendars, meetings, agendas, presentation materials, meeting logistics, and virtual meeting support
Prepare meeting notes and administrative documentation for faculty, staff, and department leadership
Provide cross-coverage for departmental assistants during absences or workload fluctuations
Serve as backup support for laboratory order processes

Department Communications Liaison

Maintain and update Department of Cardiology external and internal websites and storefront pages
Prepare departmental highlight presentations and articles for divisional and institutional leadership
Serve as the primary communications liaison for routine departmental updates and achievements
Develop professional written communications and presentations for leadership audiences
Demonstrate strong written and verbal communication skills in all interactions

Space Planning, Information Systems & Property Control Management

Participate in coordinating departmental space assignments and employee relocations
Serve as the administrative lead for department property control activities and annual inventory processes
Ensure inventory records are accurate, reconciled, maintained, and entered into departmental databases
Generate monthly mobile device connectivity reports
Collaborate with the Operations Manager on departmental desktop software standards
Partner with Division of Internal Medicine Information Systems teams to maintain technology standards
Coordinate resolution of hardware and software issues with desktop support teams and track information system requests
Collaborate with the Operations Manager to ensure new equipment is configured and installed appropriately

Education

Required: High School Diploma or Equivalent
Preferred: Associate's Degree
Preferred: Bachelor's Degree

Work Experience

Required: 7 years Administrative or related experience. or
Required: 5 years Required experience with Associate's degree. or
Required: 3 years Required experience with Bachelor's degree.

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.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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