Administrative Coordinator - Hospital Medicine

The primary purpose of the Administrative Coordinator position(s) is to provide highly complex and responsible coordinator/administrative activities to impact departmental efficiency and productivity. Assist the clinical and academic operations in the Department of Hospital Medicine, to include faculty clinical leadership, implementing all initiatives involving clinical services billing operations, and strategic planning through activities related to financial, compliance, and future expansion and growth of Hospital Medicine clinical and administrative operations.  

The ideal candidate is a highly organized, detail-oriented administrative professional with experience supporting senior faculty, clinical leaders, or executive-level stakeholders in a complex healthcare, academic, or research environment. They possess strong administrative, financial, and project coordination skills, with the ability to manage calendars, travel, reimbursements, expenditure reporting, correspondence, and special projects while maintaining strict confidentiality and compliance with institutional policies. The successful candidate demonstrates exceptional communication and customer service skills, effectively triaging clinical-related inquiries and collaborating with faculty, advanced practice providers, and multidisciplinary teams. They are proficient in managing licensure, credentialing, and regulatory documentation, coordinating reporting initiatives, and using independent judgment to analyze issues, prioritize competing demands, and implement effective solutions. A proactive, service-oriented mindset, strong organizational abilities, and a commitment to accuracy, accountability, and operational excellence are essential for success in this role.

MD Anderson offers:
- Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week
- Group Dental, Vision, Life, AD&D and Disability coverage
- Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals
- Paid institutional holidays, wellness leave, childcare leave and other paid leave programs
- Tuition Assistance Program after six months of service
- Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans
- Employer paid life, AD&D and an illness-related reduced salary pay program
- Health Savings Account and Dependent Care Reimbursement flexible spending accounts
- Fertility benefits
- State of Texas longevity pay
- Extensive wellness, recognition, fitness, employee health programs and employee resource groups.

JOB SPECIFIC COMPETENCIES 
1.    Administrative Operations (50%) 
•    Provide administrative and financial support to senior faculty and serve as a backup for the Department Chair. This may include travel arrangements, travel reimbursement, tracking and monthly reporting of faculty PRS spending, calendar management, correspondence composition, CV and FIS maintenance, journal article and manuscript preparation and proofing.  
•    Coordinate routine meetings and administrative activities  
•    Initiates, organizes, compiles, prepares, and processes internal/external correspondence, spreadsheets, agendas, reports, and presentations.  
•    Initiates and organizes department gatherings  
•    Prepares and submits reimbursements. 
•    Initiates, retrieves, reconciles, verifies, and maintains assigned faculty’s expenditure reports as well as records of account charges according to internal audit policies.   
•    Processes requests for resources, services, and assets; Sets up Purchase Order (PO) accounts as needed and track activity through to completion and closure of PO account. 
•    Triage patient, referring physician, and clinical related calls to assure that the calls are addressed with accuracy via phone/fax. 

 

2.    Clinical Services Operations and Initiatives (40%) 
•    Coordinate the processing, distribution, and filing (hard copy and electronic) of required licenses, registrations, and certification for clinical faculty and advance practice providers, i.e., Texas license, DPA, DEA, BLS/ALS, Prescriptive Authority 
•    Coordinate the RME activities and reporting for the department.  

 

3. Special Projects (10%) 
•    Coordinates and participates in special projects.  
•    Develop and determine priorities and monitor status of special projects 
•    Use independent judgment and complex analysis to gather facts and determine appropriate solutions generally based on past experience and department practice. 
•    Verify compliance with Institutional requirements, guidelines and policies. 

Other duties as assigned   Perform other duties as needed.