MD Anderson Cancer Center Program Coordinator - Genitourinary Medical Oncology in Houston, Texas

Program Coordinator - Genitourinary Medical Oncology

Faculty and staff of the Department of Genitourinary Medical Oncology are dedicated to the treatment, research, and prevention of genitourinary cancers of the prostate, bladder, kidney, testes, and penis. The mission of the Department of Genitourinary Medical Oncology is to reduce the morbidity and mortality of genitourinary cancers for the benefit of our patients and for future generations.

Key Functions

Assists the Department Chair with the direction of program operations in a broad-based multidisciplinary environment that integrates faculty and staff from different departments and other institutional components specializing in genitourinary cancer services and applied research.

Program Coordination

  • Prostate Cancer Research Program coordination - requests for funding from faculty throughout the institution. Determine necessary components of funding sources, in conjunction with Department Administrator, Operations Manager and Grants Team assists in the management of multi-million dollar budget and associated expenditures, pulls necessary information and prepares documents for presentation to faculty. Assist the faculty with required progress reports. Acts as a liaison to faculty, staff and outside agencies and institutions in facilitating program objectives.

  • Koch Center External Advisory Board Meeting coordination – responsible for coordination of the yearly meeting with donors and/or extramural advisors that reviews and makes recommendations on the research direction of the Koch Center, coordinates 1-2 daylong meeting agenda and subsequent Faculty Retreat, responsible for meeting budget, organizes advisors' travel, accommodations, schedule, reimbursement, meetings with faculty, catering, IT support, meeting's external SharePoint for all applicable materials. Assists with associated PowerPoint presentations, posters and other presentation materials.

  • Coordinates the faculty On Call Inpatient Service calendar schedule, the institutional on call calendar and Outlook calendar reminders to all clinical faculty and Inpatient APP Team. Works with faculty for any necessary amendments and conflicts in schedule.

  • As auditor in Web Schedule for all faculty, manages the SharePoint Blocked Clinic Calendar, which notifies Clinic Leadership and Staff of faculty absences, and make up days (if applicable) so that clinic templates are appropriately blocked and patients are accurately scheduled. This includes coordination with administrative support staff and Department Administrator for necessary coverage in clinic.

  • Clinical Research Working Group Meetings – assists Manager, GU Research Projects with developing and facilitating this weekly meeting, which involved lectures or seminars, new clinical trial reviews and clinical trial update presentations, and journal clubs. For visiting presenters, coordinates logistics, scheduling, travel, information packets and participant communications. Ensures Continuing Medical Education (CME) accreditation for the meeting and its attendees.

  • Coordination of faculty, recruitment and visitor travel including itineraries, meetings, and lectures, and any applicable reimbursements and/or honorariums.

  • Coordinates activities of interrelated programs, departments or staff to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications.

  • Provides backup support to other Administrative Support Staff for any programmatic events.

  • Coordinate departmental efforts toward institutional programs, such as Division of Cancer Medicine Grand Rounds.

  • Participates in advanced administrative projects as requested, such as the Division of Cancer Medicine Faculty Awards.

  • Assists in the preparation of grant documentation, financial reconciliation reports, and special projects.

Department Chair/Management Support

  • Provide administrative support to the department Chair.

  • Compose/transcribe complex correspondence, such as institutional memos, meeting minutes, reports, presentations, manuscripts, reviews, itineraries, etc., often of a confidential nature for the Department Chair, Department Administrator, and faculty and route appropriately.

  • Assist the Department Chair with coordination of annual faculty evaluations.

  • Maintain and update the Department Chair's curriculum vitae and external profile in the Faculty Information System (FIS) on a monthly basis and as needed. Post current version on the GU Shared Drive. Works closely with Grants Team to ensure updated and applicable biographical sketchs and other support documentation are accurately submitted.

  • Assist in the development and implementation of procedures for the administrative support area of the department.

  • Enters Department Chair's business travel and personal days in the Web Schedule database, block associated clinic templates as needed, and tracks the extramural and personal time off (PTO) balances.

  • Reviews WebSchedule Kronos Reconciliation Report biweekly to ensure that all departmental Kronos timecards accurately reflect WebSchedule requests. Works with staff and departmental timekeepers to reconcile differences in a timely manner.

  • Formats manuscripts according to journal's author instructions, obtains associated author forms and submits all documentation for publication.

  • Maintains monitors and reconciles financial activities (including PRS).

  • Assist with orientation, training and mentoring of new employees.

  • Coordinates complex travel arrangements and itineraries for Department Chair, coordinates logistics with host institution and completes any associated reimbursements and expense reports upon completion of trips.

Communications

  • Central communication hub between Department Chair and Institutional Leadership, Clinic Leadership, clinical team staff, research and clinical faculty. Handles all requests in a professional, confidential manner. Answer phones with proper telephone etiquette, handle telephone requests with courtesy and accuracy. Record messages accurately.

  • Communicate efficiently and effectively (written and verbal) with all departments within the institution, as well as with patients and VIPs (intra and extramural). Represent the Chair's office in a pleasant, confident, and professional manner.

  • Understand and follow verbal and written directions, read and understand printed and written data, organize and disseminate information in a clearly understood manner, and be clearly understood by verbal communication in face-to-face encounters and by telephone.

  • Develop efficient systems to promote a high level of productivity, and be able to function pleasantly and effectively and to influence others to do likewise under occasional highly stressful conditions.

Education Required: Bachelor's degree in Business Administration or related field.

Experience Required: Three years project/program coordination experience. May substitute required education degree with additional years of equivalent experience or completed years of college on a one to one basis. With preferred degree, one year of required experience.

Schedule: M - F 8 - 5pm

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