What are the responsibilities and job description for the Administrative Coordinator - Thoracic Head and Neck Medical Oncology position at MD Anderson Cancer Center?
MISSION STATEMENT
The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public. The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education, and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report's 2022-2023 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute
Administrative Functions
Provide high-level administrative support for departmental administration across the department.
Independently prioritize tasks and seek out necessary resources to complete them.
Oversee the Time off Web Schedule process for the department, which includes approximately 200 employees, ensuring adherence to department and institution HR policies and guidelines.
Train new and onboarding employees on time-off procedures.
Develop and maintain a department-wide faculty medical license, certification, and membership renewal tracking system.
Maintain continuous CME credits within a tracking / reporting system.
Create and maintain curriculum vitae within a tracking / reporting system.
Create and maintain biographical sketches within a tracking / reporting system.
Assist with document creation for faculty evaluations.
Coordinate department and operations meetings, including venue selection, invitations, coordination of event materials, contracts, etc.
Procurement Oversight
Review and process all department purchasing requests, ProCard, and purchase requisitions.
Input, track, and maintain all purchase order transactions in Resource One.
Identify, report, and resolve supply issues such as back orders, over shipments, duplications, inaccurate shipments, etc.
Track, coordinate, and resolve purchase order issues, ensuring that invoice exceptions are researched and resolved.
Research product information, pricing, and usage for value analysis.
Oversee the review and monitoring of all service contracts.
Utilize historical and current data to assist managers and / or the department in establishing an annual budget for current purchase orders.
Apply problem-solving skills to recognize and resolve technical problems.
Retrieve data from multiple manual and computer-based information systems.
Use judgment and tact when dealing with problems.
Financial Responsibility
Create, manage, and coordinate authorization requests for travel and expense reimbursements for faculty and staff.
Manage and process expense reimbursements.
Train employees on expense reimbursement policies and procedures.
Review and seek department approvals for appropriate financial transactions.
Customer Service and Communication
Serve as the administrative lead for contact with visitors, vendors, etc.
Coordinate the receiving of goods by interfacing with receiving facilities, ensuring compliance with onsite access restrictions.
Provide feedback to internal and external customers on various procurement issues.
Troubleshoot purchasing matters and ensure transactions are completed.
Exhibit professional verbal and non-verbal communication skills.
Collaborate and follow up effectively with the team.
Perform other duties as assigned.
Education Required - High school diploma or equivalent.
Experience Required - Seven years of administrative or related experience. With preferred Associate's degree, five years of required experience and with preferred Bachelor's degree, three years of required experience.
Other - This position requires the employee to be onsite 3 days a week.
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 : 173505
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
