Program Coordinator - Cancer Medicine Fellowship Program

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.

The ideal candidate will be available to work onsite three to four days per week.

KEY FUNCTIONS

Administrative Support to Fellowship Program Director and Associate Director of Education:

·       Provide comprehensive program coordination support to the Fellowship Program Director and the Associate Director of Education, including managing calendars, scheduling complex meetings, and coordinating travel arrangements.

·       Draft meeting agendas, manage correspondence, and prepare minutes for leadership meetings to ensure efficient communication and follow-up on key actions.

·       Assist in the preparation of detailed reports, presentations, and grant applications, ensuring accuracy and alignment with institutional goals and fellowship program objectives.

·       Serve as a primary liaison between program leadership, faculty, fellows, and external stakeholders, ensuring timely and effective communication.

·       Coordinate the implementation of new educational initiatives, facilitate program evaluation processes, and ensure compliance with ACGME requirements and institutional standards.

·       Oversee special projects as assigned by the Fellowship Program Director and Associate Director of Education, ensuring deadlines and quality standards are met.

·       Organize semi-annual and annual reviews for fellows, ensuring scheduling compliance and completion of evaluation processes.

·       Manage the distribution and collection of fellows' evaluations of faculty and rotations, providing feedback to faculty members and relevant programs annually.

·       Coordinate luncheons and meetings for Physician Scientist Fellows, managing logistics such as catering, room reservations, and communication with participants.

Program Administration & Compliance:

·       Analyze and evaluate program operations and procedures to ensure efficiency and compliance with ACGME accreditation standards. Oversee the maintenance of program records, including tracking resident milestones, performance evaluations, and submission of work hours, while ensuring continuous alignment with accreditation requirements.

·       Serve as a member of the Program Evaluation Committee (PEC) and assist in analyzing program operations and procedures. Collaborate with the committee to identify areas for improvement and implement strategies to ensure the program meets its educational goals and accreditation requirements.

·       Coordinate fellow feedback from the Clinical Competency Committee (CCC) and communicate key insights to the Program Director. Prepare and complete semi-annual and annual evaluation forms for the Program Director’s review, and provide finalized evaluations to fellows, ensuring alignment with the program's educational goals and accreditation standards.

·       Assist with managing fellows' timekeeping in Kronos and coordinate leave requests via Webschedule.

·       Maintain digital and physical filing systems for program documentation and fellow records, ensuring organization and accessibility.

·       Collaborate with the Education Coordinator in the onboarding process for new fellows, managing credentialing, orientation activities, and required documentation.

·       Administer application processes through systems like Slate, New Innovations, and Discover, ensuring accurate tracking of fellows, visiting trainees, and program rosters.

·       Partner with the Education Coordinator to oversee visiting rotators from various institutions, including UH, UT, Baylor, and international student programs, ensuring smooth integration.

·       Manage Research Advisory Committee (RAC) meetings, ensuring preparation of agendas, distribution of materials, and adherence to meeting schedules.

·       Monitor and oversee the development, maintenance, and optimization of program dashboards and tracking systems to ensure accurate and comprehensive reporting. Analyze data trends and provide strategic recommendations to program leadership for maintaining compliance with institutional, ACGME, and regulatory standards. Lead efforts to implement data-driven improvements to enhance program efficiency, resident/fellow performance tracking, and accreditation outcomes.

·       Identify and develop funding opportunities and collaborate on the preparation of pharmaceutical and foundation grant applications to support Heme/Onc services.

·       Identify and communicate funding opportunities, including grants, foundations, and philanthropy, to support program initiatives.

Event & Academic Coordination:

·       Schedule and coordinate meetings and conferences, including the Department Administrative Meeting, Multidisciplinary Heme/Onc Monthly Conference, Pediatric Endocrinology Fellowship Program Lecture Series, Grand Rounds, and other educational events.

·       Lead the planning and execution of program events such as academic sessions, conferences, orientations, and social events.

·       Coordinate multidepartment and divisional meetings and conferences to support the development and implementation of Heme/Onc services and related initiatives.

·       Manage communications regarding Heme/Onc-related conferences and events such as Grand Rounds and the Pediatric Endocrinology Fellowship Program Lecture Series.

·       Oversee logistics for didactic sessions and program events, including scheduling and finding speakers, managing catering, room setups, technical support, and attendee tracking.

·       Ensure attendance records are maintained for program events, reporting data to program leadership.

·       Assist in recruitment activities by organizing interviews, managing communications between applicants and faculty, and scheduling interview days.

·       Provide support for exams such as Fund of Knowledge and ASCO/ASH in-training exams, ensuring adherence to protocols.

·       Coordinate all aspects of Multidisciplinary Heme/Onc Monthly Conferences and ad hoc seminars involving DoCM faculty from all departments.

·       Assemble documents to support Heme/Onc research efforts and collaboration.

Financial & Office Operations:

·       Oversee the program budget, including managing PRS, CME, travel, fellow grants, and the overall financial resources.

·       Collect and distribute mail, manage office supplies, and ensure the breakroom is stocked and tidy.

·       Distribute and manage parking cards for off-site parking, ensuring replacements are issued as needed.

·       Oversee lab coat distribution and management, ensuring organized tracking and appropriate attire for fellows.

·       Manage onboarding administrative tasks for new hires and staff, including coordinating door access, phone service, mailbox setup, offsite authorization processes, and badge creation.

·       Provide Notary Services as needed for fellowship-related documents and processes.

Communication & Correspondence:

·       Serve as a central point of contact for program inquiries from applicants, faculty, and fellows, ensuring timely, professional responses.

·       Draft program communications, including recruitment letters, announcements, and event flyers, ensuring clarity and proper dissemination.

·       Support program leadership by managing calendars, scheduling meetings, and preparing agendas and minutes as needed.

·       Manage communications about Heme/Onc-related conferences such as the Heme/Onc Fellowship Program Lecture Series and Grand Rounds.

Meeting & Onboarding Support:

·       Coordinate and manage logistics for program-related meetings, including routine committee meetings, clinical competency reviews, and program evaluation sessions.

·       Assist Education Coordinator in preparing onboarding materials for new fellows, ensuring a seamless transition into the program, and facilitating offsite credentialing.

Technology & Software Proficiency:

·       Utilize software systems such as Microsoft Office, New Innovations, Slate, Discover, Kronos, Zoom, and Concur to manage program data, reporting, scheduling, and communications efficiently.

Collaboration & Stakeholder Engagement:

·       Develop and maintain collaborative relationships with fellows, faculty, and external stakeholders to ensure the effective delivery of the fellowship program.

·       Collaborate with maintenance, IT, vendors, and external organizations to support program needs, including equipment and event coordination.

·       Serve as a liaison between the Fellowship Program and the Division of Cancer Medicine to enhance communication and program integration.

Other duties as assigned.