Administrative Coordinator - Office of EVP & Chief Phys Exec

University of Texas MD Anderson Cancer Center; Houston (TX); On-site; USD 53,000 - 79,000; Full time

Job summary

The University of Texas MD Anderson Cancer Center is seeking an Administrative Coordinator to provide high-level administrative and operational support to executive leaders across Strategy & Impact, Finance & Administration, Business Readiness, and the Center for Clinical Ethics in Cancer Care.

Responsibilities include complex calendar management, meetings and events, travel arrangements, expense processing, communications, data management, and program coordination.

Qualifications

• 7 years administrative or related experience
• 5 years required with Associate's degree or 3 years required with Bachelor's degree

Responsibilities

• Manage complex calendars and scheduling for executive leadership
• Coordinate meetings, minutes, and presentations
• Coordinate travel, lodging, and reimbursements
• Develop and maintain databases, templates, and SOPs
• Serve as liaison with stakeholders and secure confidential information
• Support financial activity and purchase processes

Skills

Executive support

Calendar management

Communication

Travel coordination

Data management

Project coordination

Confidentiality

Education

High School Diploma or Equivalent

Associate's Degree

Bachelor's Degree

Job description

SUMMARY

Join the Office of the EVP & Chief Physician Executive as an Administrative Coordinator and provide high-level administrative and operational support to executive and departmental leaders across Strategy & Impact, Finance & Administration, Business Readiness, and the Center for Clinical Ethics in Cancer Care. You'll serve as a trusted resource to leadership, faculty, trainees, staff, and external stakeholders while helping keep critical programs and initiatives organized and moving forward.

What's in it for you? This role offers broad exposure to executive leadership and multiple areas of institutional operations, with responsibilities spanning complex calendar management, meetings and events, travel and expenses, communications, reporting, data management, and special projects. You'll also play an important role in coordinating educational, fellowship, internship, and faculty engagement activities within the Center for Clinical Ethics, giving you the opportunity to support programs that extend beyond traditional administrative functions.

You'll have opportunities to take ownership of operational processes and program coordination, including maintaining databases and reports, developing templates and standard operating procedures, monitoring financial activity, coordinating recruitment and onboarding activities, and helping improve administrative processes. Your ability to exercise independent judgment, manage competing priorities, protect confidential information, and build strong relationships with stakeholders will make you an essential part of the CPE administrative team.

At MD Anderson, you'll also enjoy a comprehensive benefits package, including competitive pay, an annual merit increase program, annual incentive opportunities, an employer-funded pension contribution, medical/dental/vision coverage, generous paid time off, and opportunities for professional growth and development.

If you're an organized, proactive administrative professional who enjoys supporting executive leaders, coordinating complex programs, and taking ownership of operational priorities, this is an opportunity to make a meaningful impact across the Office of the EVP & Chief Physician Executive at MD Anderson.

This positions works 2 days onsite per week, with more as needed based on the business need.

JOB SPECIFIC COMPETENCIES

Administrative Functions

Coordinates daily administrative operations and assures timely completion of assignments delegated by the (1) Executive Director, CPE Strategy & Impact, (2) Director, CPE Finance & Administration, (3) Director, Business Readiness, and (4) Center for Clinical Ethics leadership. Responsibilities include managing complex calendars, scheduling meetings and interviews, preparing and distributing agendas, minutes, presentations, correspondence, reports, and other professional materials.

Provides comprehensive administrative and operational support for the Center for Clinical Ethics in Cancer Care, including coordination of fellowship and special program activities. Supports program operations through recruitment, onboarding, participant tracking, stakeholder communications, meeting and event coordination, data management, and maintenance of program records and documentation.

Coordinates conference, meeting, educational, and travel activities, including registration, lodging, transportation, room reservations, catering, audiovisual requirements, and other logistics. Collects receipts, prepares expense reports, and submits travel reimbursements in compliance with institutional and state regulations.

Develops, maintains, and monitors databases, surveys, reports, standard operating procedures, templates, and other administrative tools to support operational effectiveness, compliance, process improvement, and informed decision-making.

Serves as a liaison between leadership, faculty, trainees, staff, and external stakeholders. Facilitates resolution of matters requiring leadership attention by assessing inquiries, determining appropriate actions, communicating directives, and monitoring follow-up activities.

Exercises sound judgment and discretion in handling confidential and sensitive information. Prioritizes competing responsibilities, independently resolves routine operational issues, and provides professional administrative support to ensure efficient office and program operations.

Other Support Functions

Supports financial and administrative operations by monitoring expenditures, reconciling financial activity, processing purchase orders, ePAFs, reimbursements, and other transactions in accordance with institutional policies and procedures.

Assists leadership in maintaining compliance with institutional, departmental, and regulatory requirements by managing records, personnel documentation, travel reviews, and other administrative processes.

Identifies opportunities to improve operational efficiency through the development and maintenance of standardized processes, tools, templates, and documentation that support office and program objectives.

Provides cross-functional administrative support for special projects, strategic initiatives, educational programs, and departmental activities as assigned. Serves as a collaborative member of the Office of the CPE administrative team and provides backup support for office operations, facilities coordination, timekeeping, scheduling systems, and other administrative functions as needed.

Demonstrates a high degree of professionalism, accountability, and independent judgment while managing multiple priorities and delivering timely, accurate, and customer-focused support.

Supports financial and administrative operations by monitoring expenditures, reconciling financial activity, processing purchase orders, ePAFs, reimbursements, and other transactions in accordance with institutional policies and procedures.

Assists leadership in maintaining compliance with institutional, departmental, and regulatory requirements by managing records, personnel documentation, travel reviews, and other administrative processes.

Identifies opportunities to improve operational efficiency through the development and maintenance of standardized processes, tools, templates, and documentation that support office and program objectives.

Provides cross-functional administrative support for special projects, strategic initiatives, educational programs, and departmental activities as assigned. Serves as a collaborative member of the Office of the CPE administrative team and provides backup support for office operations, facilities coordination, timekeeping, scheduling systems, and other administrative functions as needed.

Demonstrates a high degree of professionalism, accountability, and independent judgment while managing multiple priorities and delivering timely, accurate, and customer-focused support.

EDUCATION

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

WORK EXPERIENCE

• Required: 7 years administrative or related experience
• Required: 5 years required experience with Associate's degree or 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.

Additional Information

• Requisition ID: 182885
• 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: 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