Program Coordinator - Nephrology

The primary purpose of the Program Coordinator is to support and coordinate administrative activities for Nephrology’s Section Chief, requiring independent judgment, initiative, discretion, and a skillful knowledge of administrative procedures and demonstrates a high level of interpersonal and quantitative skills to organize and maintain data and prioritize requirements for the Section.

The ideal candidate is a highly organized, proactive, and detail-oriented administrative professional with experience supporting executive leaders, faculty, and research teams in a fast-paced academic healthcare environment. They demonstrate exceptional judgment, discretion, and customer service skills, with the ability to independently manage complex calendars, meetings, travel arrangements, faculty credentials, financial transactions, communications, and special projects while balancing multiple priorities and deadlines. The successful candidate possesses strong written and verbal communication skills, experience preparing professional documents and presentations, and the ability to maintain accurate records and ensure compliance with institutional policies. Experience supporting research operations, coordinating laboratory activities, processing purchasing and vendor requests, and facilitating collaborations is preferred. Additionally, they are technologically proficient, comfortable managing web content and digital communications, and committed to fostering effective collaboration while supporting the Section’s clinical, research, and educational missions.

MD Anderson offers our employees:
- 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
- Extensive wellness, recognition, fitness, employee health programs and employee resource groups.

JOB SPECIFIC COMPETENCIES
Administrative Operations (70%)
Provides direct administrative support to the Section Chief, assigned faculty, and research personnel, who are highly productive in clinical and research activities, managing a high volume of patients and research protocols.
Initiates, organizes, compiles, prepares, and processes internal and external correspondence, agendas, reports, manuscripts, abstracts, book chapters, presentation materials, and other documents for the Section Chief and assigned faculty, editing and reviewing for accuracy, consistency, and compliance, and ensuring timely completion.
Maintains and updates CVs, NIH biographical sketches, and other professional documents for the Section Chief and faculty in MyCV. Ensure all documents comply with institutional policies and are submitted by required deadlines.
Schedules, prioritizes, and manages calendars for the Section Chief and assigned faculty, including arranging Section interviews, ensuring awareness of potential conflicts. Coordinates meetings and conferences by preparing agendas, distributing invitations, sending confirmations and reminders, and producing meeting minutes as needed. Adapts to shifting priorities or urgent requests to maintain smooth operations.
 

Responsible for all activities to ensure the monthly faculty meeting is prepared and scheduled, including sending reminders, and producing meeting minutes, partnering with the Section Chief to review and distribute them to faculty.
Coordinates and processes comprehensive travel arrangements for the Section Chief and assigned faculty, including flights, hotels, car rentals, and conference or event registrations through Concur. Ensures timely booking to secure early registration and optimal scheduling. Prepares complete travel itineraries and materials, manages all associated expenditures according to institutional policies, and ensures prompt reimbursement processing. Submits extramural leave requests and maintains accurate attendance records for faculty, ensuring compliance with departmental and institutional guidelines.
 

Assists the Section and Section Chief in managing timelines and deadlines by monitoring the status of special projects, identifying potential delays, and keeping leadership informed. Coordinates the workflow of faculty requests, prioritizing tasks, resolving routine issues, and escalating matters that require the attention of Section leadership to ensure efficient operations and timely completion of projects.
Ensures physicians’ DEA, ACLS/BLS, Texas Medical License, and out-of-state licensure remain in active status, as well as monitors CME, RME, and ethics credits annually for assigned faculty.
Manages departmental ProCard, processing purchases in compliance with institutional policies and ensuring accurate documentation and timely reconciliation.
Assists other departmental faculty, classified and educational staff, with administrative support needs when the need arises.
 

Research/Lab Operations (20%)
Provides direct administrative support to the Section Chief’s lab, assisting research faculty, lab personnel, and trainees to ensure efficient operations and coordination of lab activities.
Prepares and processes expense requisitions and special lab orders for the research lab, ensuring compliance with institutional policies and accurate tracking of expenditures.
Process Material Transfer Agreements (MTA) with external organizations for the research lab.
Facilitate external and internal core lab services.
Coordinate vendor access and approvals for lab equipment and servicing.
Website Management / Communications Liaison (10%)
Provides departmental updates to faculty and staff at the request of Section leadership, communicating key updates, accomplishments, and relevant developments to ensure the team remains informed and aligned.
Manage and update Nephrology internal storefront on a routine basis.
Provides regular and routine updates on Nephrology developments to the division office, collaborating with the Division Communications Manager to update and maintain the external Nephrology website.
Assists and educates colleagues and customers on best practices for digital design, web and mobile usability, and web content accessibility guidelines, while leading the design of new digital experiences and improving existing ones.

Other duties as assigned