Administrative Coordinator - Cardiology

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Within the Department of Cardiology, this Administrative Coordinator role supports complex departmental operations, faculty activities, clinical scheduling, communications, and administrative initiatives that contribute to organizational effectiveness and productivity. The Administrative Coordinator works closely with department leadership and faculty while managing multiple priorities in a fast-paced environment.

As an Administrative Coordinator, the successful candidate will provide high-level administrative and operational support, coordinate faculty recruitment and credentialing activities, manage clinical calendars, and serve as a key liaison across multiple stakeholders. The Administrative Coordinator plays an important role in maintaining departmental efficiency, supporting strategic initiatives, and ensuring compliance with institutional processes and guidelines.

The ideal candidate has 10+ years of administrative experience, preferably in faculty-facing roles within a healthcare or academic medical environment. Is a highly organized professional with experience providing administrative and operational support in a complex environment. The candidate should demonstrate strong communication, critical thinking, calendar management, project coordination, and problem-solving skills, along with the ability to work independently, manage confidential information, and prioritize competing deadlines. Education, experience, and licensure preferences were not provided.

Salary Range: $53,000 - $66,000 - $79,000

This position requires working onsite for the first 90 days to ensure successful onboarding and integration into the department.

Why Us?
At UT MD Anderson, this role directly supports faculty, clinical operations, and departmental initiatives that advance the institution's mission of exceptional cancer care, research, education, and prevention. The position offers opportunities to develop administrative leadership skills, manage impactful projects, collaborate across departments, and contribute to a high-performing environment that values professional growth and work-life balance.
• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Responsibilities
Department Operations
• Coordinate multiple assignments and projects simultaneously while exercising independent judgment and discretion
• Respond diplomatically to internal and external stakeholders while handling sensitive situations and confidential information
• Coordinate faculty recruitment activities and supporting administrative processes
• Conduct departmental orientation for new employees and trainees
• Maintain confidential office files, databases, reports, and departmental standard operating procedures and manuals
• Prepare faculty and advanced practice provider credentialing packets and monitor licensure compliance activities
• Assist with faculty promotions, mid-year reviews, and tenure appointments
• Facilitate office moves, Facilities Asset Requests (FAR), FM Space requests, and departmental maintenance requests
• Collaborate with the Division of Internal Medicine as the department administrative representative for Grand Rounds and assist with weekly noon conferences
• Serve as the department's primary timekeeper and provide backup support to the Operations Manager

Clinical & Schedule Calendar Management
• Maintain faculty and advanced practice provider outpatient and inpatient calendars
• Coordinate with the CardioPulmonary Center (CPC), Thoracic Imaging Department, and Mays Clinic to ensure routine shift coverage
• Collaborate with the CPC Medical Director and advanced practice provider supervisor to ensure clinic schedules are assigned and updated
• Coordinate with Clinical Specialists to ensure assigned shifts are appropriately staffed
• Distribute and interpret calendar schedules for Houston Area Locations (HALs)
• Maintain the on-call system, annual schedules, and monthly clinical schedules
• Monitor schedule accuracy and communicate updates to relevant stakeholders

Administrative Support
• Provide clerical and administrative support to assigned faculty and staff
• Coordinate travel arrangements and prepare expense reports in accordance with institutional guidelines
• Process travel reimbursement documentation and expenditure submissions
• Communicate faculty absences to clinics and update departmental web scheduling systems in a timely manner
• Manage calendars, meetings, agendas, presentation materials, meeting logistics, and virtual meeting support
• Prepare meeting notes and administrative documentation for faculty, staff, and department leadership
• Provide cross-coverage for departmental assistants during absences or workload fluctuations
• Serve as backup support for laboratory order processes

Department Communications Liaison
• Maintain and update Department of Cardiology external and internal websites and storefront pages
• Prepare departmental highlight presentations and articles for divisional and institutional leadership
• Serve as the primary communications liaison for routine departmental updates and achievements
• Develop professional written communications and presentations for leadership audiences
• Demonstrate strong written and verbal communication skills in all interactions

Space Planning, Information Systems & Property Control Management
• Participate in coordinating departmental space assignments and employee relocations
• Serve as the administrative lead for department property control activities and annual inventory processes
• Ensure inventory records are accurate, reconciled, maintained, and entered into departmental databases
• Generate monthly mobile device connectivity reports
• Collaborate with the Operations Manager on departmental desktop software standards
• Partner with Division of Internal Medicine Information Systems teams to maintain technology standards
• Coordinate resolution of hardware and software issues with desktop support teams and track information system requests
• Collaborate with the Operations Manager to ensure new equipment is configured and installed appropriately