Administrative Coordinator, Ambulatory Operations

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 primary purpose of the Administrative Coordinator position is to perform highly responsible administrative support duties using independent judgment within defined departmental guidelines and according to departmental policies and procedures. Performs administrative support tasks at the assigned Houston Area Location (HAL). Occasional travel to other Houston Area Locations will be required.  The Administrative Coordinator will plan, organize, and monitor the administrative activities within the division of the HALs, to ensure that analysis and administrative coordination activities are in place.  Requires effective communication and management skills with administrators, executives, faculty, department chairs, staff, and key internal and external contacts.

KEY FUNCTIONS

Administrative Operations Support 

Main contact person for managing purchasing and expense tracking procedures within Center administrative operations, employing internal controls and reconciliation methods. Assist in placing orders through Resource One and ensures adherence to the entire process until completed.

The primary contact for center conference rooms and is proactive in addressing AV needs for each meeting.

Orders and ensures accuracy in compliance to standardization of business cards, stationery and promotional material utilized by clinical and non-clinical personnel.

Maintain Center Employee Bulletin Boards.

Support Administrative Supervisor with requests as assigned.

Staff Support    

Serves as main support for the for Center's department administrators, including the Associate Director of Nursing and Nurse Manager

Creates and formats presentations both timely and accurately utilizing the most current available software.

Purchase catering needs for all event activities within the Center that pertain to administrative operations.

Attends Center meetings, preparing needed information for dissemination and review.  

Prepares minutes for meetings, conferences and program support.

Maintains faculty on-call calendars in Intelligent Series.

Creating and maintaining the centers newsletter.

Maintain departmental leave calendars, Outlook mail groups, employee lists and conference room calendar. 

Maintain all current physician licenses and certificates (BLS) on file.

Set up IDR Beast Conference.

Collects receipts, completes and submits travel reimbursements according to division/institutional travel procedures for other center management collect/forward material to Texas Medical Center.

Creates and formats presentations both timely and accurately utilizing the most current available software.

Responsible for monitoring Online Suggestion box in Qualtrics.

Completes Procard purchases and conducts reconciliation in compliance with institutional policies.

Courier request for center operations.

Creating and maintaining Centers Outlook directories.

Coordinates and maintains medical trainee, fellowship, observer and/or visitor programs for the department. 

Stocking of general office supplies and break-room supplies, as needed.

All other duties as assigned.