Program Coordinator

The General Oncology department provides outpatient consults, inpatient services as well as the following programs: Houston-area locations in League City, Sugar Land, West Houston, The Woodlands, Galveston and Lyndon B. Johnson Medical Oncology. A key attribute of General Oncology is versatility, flexibility, and the ability to manage very complex patients in conjunction with or in lieu of subspecialist oncologists. Faculty members in the department also bring the ability to provide care in a variety of community settings under flexible conditions.

The primary purpose of the Program Coordinator is to provide comprehensive administrative and programmatic support, both in person and virtually, to the providers and faculty leadership within the Department of General Oncology. The role supports day‑to‑day operations and coordination across three departmental sections: Houston‑area locations, the MD Anderson Oncology Program at LBJ Hospital, and the Inpatient Consult Service. Responsibilities include high‑level scheduling, communication, workflow coordination, and logistical support for multiple programs and faculty leaders. This position plays a key role in maintaining operational efficiency, supporting program growth, and advancing the mission and vision of the department by ensuring smooth, well‑coordinated activities across all sites.

The ideal Program Coordinator candidate will have a bachelor’s degree and at least three years of related experience that includes program/project coordination experience. Prior experience supporting clinical faculty is required, and experience with the Intelligent Series (IS) on-call system is preferred. Candidates who demonstrate exceptional organizational skills, financial oversight capabilities, administrative expertise, and the ability to coordinate multiple programs and stakeholders simultaneously will be well suited for this role.

Minimum $25.48/hour – Midpoint $31.73/hour – Maximum $37.98/hour
The typical work schedule is Hybrid- 2-3 days a per week and additional based on business needs.

Why Us?
At UT MD Anderson, this role directly supports the operational, academic, and clinical missions of the Department of General Oncology. The position offers the opportunity to work closely with faculty leaders, trainees, and multidisciplinary teams while contributing to programs that advance patient care, education, and research. Employees benefit from meaningful career development opportunities, collaborative work environments, and programs designed to promote work-life balance and professional growth.
• 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
Program Management
• Serve as the primary administrative lead for core academic and operational programs across departmental sections.
• Manage end-to-end administration of departmental programs and related activities.
• Coordinate onboarding of trainees, residents, observers, interns, and associated evaluations.
• Submit program activities, milestones, and outcomes to the ACGME, Texas Medical Board, and other accrediting bodies.
• Manage the biennial credentialing process for the department.
• Coordinate monthly grand rounds, faculty meetings, and program-related events.
• Maintain departmental Storefront and SharePoint pages as central information hubs.
• Ensure professional profiles, academic resources, and internal records remain current and accessible.
• Serve as the primary point of contact for donors and community partners while maintaining HIPAA compliance.

Resource Management
• Maintain, audit, and manage resident and faculty databases using systems such as New Innovations and Slate.
• Coordinate, track, and maintain reports related to clinical rotations.
• Develop, manage, and continuously improve resident, observer, and intern orientation programs.
• Create and update trainee guides, departmental policies, and procedures.
• Ensure compliance with institutional, national, state, and local standards governing training programs.
• Implement best practices that improve efficiency, productivity, and program effectiveness.
• Build and maintain productive relationships with internal and external stakeholders supporting departmental programs.

Financial Management
• Provide fiscal oversight for departmental meetings and program-specific allocations.
• Monitor budgets associated with fellowship, resident, and internship programs.
• Track honoraria, travel, catering, and other meeting-related expenses.
• Administer program-related fees, including visa processing and departmental service costs.
• Prepare, monitor, and reconcile program allocations, including annual PRS reconciliation.
• Generate financial reports detailing spending, revenue, and budget variances.
• Manage faculty reimbursements and research-related expenditures.
• Maintain audit-ready records and ensure compliance with institutional financial policies.

Faculty & Advanced Practice Provider Support
• Provide high-level administrative support to assigned faculty and APPs.
• Assist with grant applications, curriculum vitae updates, bibliographies, and biographical sketches.
• Track required reports, manuscripts, grants, and submission deadlines.
• Manage complex calendars, travel arrangements, and visitor coordination.
• Coordinate and facilitate virtual and in-person meetings, including agendas and follow-up activities.
• Respond promptly to internal and external documentation requests.
• Support faculty in maintaining focus on clinical, academic, and research priorities.

Program/Project Coordination & Administrative Support
• Coordinate confidential human resources activities including evaluations, recruitment, promotions, transfers, salary actions, and disciplinary documentation.
• Maintain employee records in compliance with Joint Commission requirements.
• Support appointments, reappointments, separations, and terminations.
• Conduct departmental new employee orientation and serve as liaison to Human Resources, Academic Affairs, and other departments.
• Coordinate practitioner credentialing and recredentialing activities and maintain credentialing files and databases.
• Participate in Joint Commission and regulatory review preparation activities.
• Oversee office operations including payroll, timekeeping, space management, work orders, equipment maintenance, access requests, and inventory control.
• Manage telecommunications equipment, service requests, property control, space planning, and annual inventory processes.
• Lead department retreats, special events, and projects assigned by the Department Administrator or Operations Manager.
• Prepare correspondence, reports, presentations, meeting materials, grants, budgets, annual reports, travel arrangements, and departmental documentation while providing cross-coverage for departmental staff as needed.