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Program Coordinator - Surgical Oncology

Surgery 195100
120265 Requisition #

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 2017 rankings. It is one of only 49 comprehensive cancer centers designated by the National Cancer Institute.


The primary purpose of the Program Coordinator for the Pediatric Section Educational Program is to assist with the on boarding and routine support of the Pediatric Fellows, as well as support of the both the Pediatric Faculty, research rotating residents, postdoctoral fellows and medical students, graduate research assistants, college and high school students, and research interns (approximately 100 people per year). This person will be expected to assist with coordinating programs and special events related to the Pediatric Fellowship, including interview scheduling, on boarding and orientation, monthly educational conferences, evaluations, Fellows reviews and the graduation banquet. This person will be directly responsible for all travel planning and reimbursement, in addition to other reimbursements for all the faculty. 


The Program Coordinator for Pediatric Surgery Educational Program is a highly organized individual who can multi-task while providing exceptional customer service to a wide range of individuals. In addition to resolving everyday issues for trainees and routine office work such as answering phone calls, copying, this individual will also assist in the responsibilities below:


Assists in coordinating recruitment, application, and orientation process for the Pediatric Fellowship candidates, rotating residents and medical students as well as postdoctoral fellows, graduate research assistants, research interns, and summer high school and college students and summer interns. Assists in preparation of visas for all trainee visas. Assists the Fellows in the credentialing process. Assists in preparation of forms and documents for provisional appointments and re-credentialing. Assists Fellows in maintaining Texas, DEA and DPS licensure. Assists in coordinating fellowship interviews and the selection process with faculty members in the department. Assists in providing coordination of the educational program with The Office of Trainee and Alumni Affairs, UT, Baylor, Baylor Plastics, Methodist and outside administrative support teams for residents and students who rotate through the department. Assists in developing and maintaining HR database and personnel files for all current and past fellows and trainees within the department. Assists in implementing short and long-term strategic plans for the fellowship program.  Assists in the developmental strategies for the Fellowship Program budget within institutional guidelines and in accordance with strategic plans; assists with budgets related to fellowship programmatic events and functions. Assists in managing lecture series for the fellowship program. Assists with special event planning, invitations, and organizing of the annual Fellowship Awards Banquet and the annual ACS alumni reception. Assists in coordination of monthly evaluations of faculty, fellows, residents and medical students. Assists in managing and organization of files including scanning and archival of past trainees’ files. Assists in Set up and maintaining of New Innovations program for tracking rotations, duty hours and, evaluations. Assists in tracking expenditures of the Fellows’ education fund. Assists in tracking conference attendance, participation in quality improvement projects, and other program requirements as required by the ACGME guidelines for the fellowship program. Assists with faculty and staff appointments, both clinical and research, for Section, including visa issues, as requested. Provides appropriate orientation for new administrative support personnel assigned to Surgical Section faculty. Coordinates schedule for observers in Surgical Section. Compiles annual informational folder for applicants to Surgical Section Fellowship Program. Supports Faculty and Director of the Pediatric Fellowship. Represents the program, as necessary and acts as a liaison to facilitate multifaceted duties of surgeon, academician, and researcher. Maintains daily calendar for faculty. Coordinates all aspects of faculty’s lecture schedule, travel arrangements and reimbursements, including coeus documentation and tracking of EML days. Notifies clinic and OR schedulers of absences and travel schedule. Composes general correspondence and reports, including letters of reference, donor acknowledgement letters, and annual reports for grants and philanthropic donations. Composes general correspondence and reports, including letters of reference, donor acknowledgement letters, and annual reports for grants and philanthropic donations. Coordinates HR activities for personnel in Research Laboratory, including creation and maintenance of position descriptions, processing of confidential paperwork and performance appraisals, and close monitoring of sources of funding. Assists P.I. with all aspects of NIH, Dept. of Defense and private foundation grant submissions including, but not limited to, preparing the budget and justification, biosketch, and FReD checklist; and ensuring accuracy of grant prior to submission.  Includes on-line submission of grants, reviews and annual reports, as well as requests for revisions and extensions, and interim financial reports. Ensures timely submission of required grants/contracts, reports, manuscripts, and documents by tracking stages, alerting investigators and proactively initiating response process.  Interfaces with the publishing company and authors in the coordination of manuscripts; coordinates all book chapters with contributing authors (drafts, edits, and final submissions) and editor. Updates faculty CV, biosketch and other support documents; renews TBME, DEA and DPS licensure; tracks CME documentation; maintains up-to-date publications, protocol, grant and presentation information. 

Minimum: $44,800 – Midpoint: $57,400 – Maximum: $70,000

Required:  Bachelor’s degree in Business Administration or related field. May substitute required education with additional years of equivalent experience or completed years of college on a one to one basis.

Required:  Three years project/program coordination experience.

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

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