Administrative Coordinator - Office of EVP & Chief Phys Exec

UT MD Anderson; Houston (TX); Hybrid; USD 53,000 - 79,000; Full time

Job summary

The University of Texas MD Anderson Cancer Center seeks an Administrative Coordinator to provide high-level administrative support across multiple leadership areas, including Strategy & Impact, Finance & Administration, Business Readiness, and the Center for Clinical Ethics in Cancer Care.

You will manage complex calendars, meetings, travel, expenses, communications, and program coordination while maintaining confidentiality and forging strong stakeholder relationships.

Qualifications

• Must have 7 years of administrative or related experience.
• With Associate's degree, 5 years required experience.
• With Bachelor's degree, 3 years required experience.

Responsibilities

• Coordinate daily administrative operations for executive leaders.
• Provide admin and operational support for education and fellowship activities.
• Manage conferences, meetings, travel, lodging, and related logistics.

Skills

Calendar management

Executive support

Data management

Stakeholder liaison

Travel arrangements

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

Databases

Templates

SOP development

Presentations

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

JOB SPECIFIC COMPETENCIES

• 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 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-focussed 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. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

Additional Information

• 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