Administrative Coordinator - Infectious Diseases

Infectious Diseases is looking for an Administrative Coordinator!!!

Infectious Diseases (ID) is a specialized medical discipline focused on the prevention, diagnosis and treatment of complex infections through expert clinical consultation, antimicrobial stewardship, infection prevention, research and education. At MD Anderson, our ID clinical service includes more than 40 physicians and advanced practice providers with internationally recognized expertise. We are particularly distinguished for our care of patients with malignancies, recipients of hematopoietic cell transplants and cellular therapies. The ID department is distinct from Infection Control, which focuses on hospital\-wide surveillance, regulatory compliance and prevention of infectious spread, while our team concentrates on the direct clinical management and advancement of care for complex infectious diseases in our unique patient population.

This position is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. The ideal candidate must be able to work onsite at least four days per week for the first 1\-3 months to support training and departmental acclimation. After this initial period, the role will transition to a hybrid work schedule.

The ideal candidate is a highly organized, proactive administrative professional with strong experience supporting complex academic, clinical, or research programs. They excel at providing high\-level faculty support, managing calendars, travel, documentation, licensing, and financial processes with exceptional attention to detail and confidentiality. This individual demonstrates the ability to coordinate program logistics, maintain accurate records, prepare reports, and proactively identify and resolve issues while balancing multiple priorities. They are a collaborative team player who communicates effectively with faculty, leadership, and internal stakeholders to support Infectious Diseases program, clinical, and research operations.

JOB SPECIFIC COMPETENCIES

1\. Program Support (20%)

• Provide support pertaining to Infectious Diseases programs.
• Maintain accurate and up\-to\-date documentation of program activities, including participant data, outcomes, and program evaluations.
• Prepare regular reports on program performance, outcomes, and challenges for internal stakeholders and funding agencies.
• Create detailed project plans, timelines, and budgets for each program, ensuring adherence to organizational goals and objectives.
• Coordinate logistics, including scheduling meetings, arranging venues, and procuring necessary equipment and supplies.
• Monitor program progress identify any issues or bottlenecks, and proactively implement solutions.
• Maintain departmental website and SharePoint

2\. Faculty Support (40%)

Provides high\-level administrative, secretarial support encompassing a broad skill set including, but not limited to:

• Composes written documents independently and/or proofreads, edits, and formats faculty's documents to achieve an error\-free output.
• Completes PubMed searches and updates faculty CVs in FIS each month.
• Manages calendar and appropriately communicates any date and time conflicts. Consistently communicates meeting reminders, per faculty's preference. Ensures all routine departmental, divisional, and institutional meetings are accurately scheduled or rescheduled. Emails confirmation of completed requests.
• Manages faculty license/certification renewals and medical/specialty society dues/applications; Emails current license/certification certificates to the Medical Staff Office and the Chair's EA.
• Monitors assigned faculty's off\-site agreements for yearly inventory; Assists inventory personnel with scanning the faculty's equipment.
• Coordinate faculty travel plans and reimbursements via Concur including, but not limited to, meeting registration, hotel, car rental, and airfare; Creates all documents needed for the meeting (agendas, hotel confirmations, airfare confirmations, registration confirmations, envelope to organize receipts, etc.)
• PRS Development Fund:

i. Ensures expenses are correct and in line with PRS Guidelines and the Institution's financial stewardship requirements;

ii. Does not encourage faculty to spend PRS funds so they don't "lose money;"

iii. Accurately logs faculty expenses on PRS Log with 90% accuracy.

3\. Clinical and Research Administrative Duties (Other Duties as Assigned) (40%)

• Support with reports for Clinical and Research teams.
• Support with Financial reports.
• Manage and track Confidential Disclosure Agreements (CDAs), invoices, and Material Transfer Agreements (MTAs), ensuring timely execution and communication with relevant stakeholders.
• Follow up on pending items, escalate issues when necessary, and provide updates to the Admin Director and Principal Investigator (PI).

EDUCATION

• Required: High School Diploma or Equivalent
• Preferred: Associate's Degree
• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 7 years Administrative or related experience. or
• Required: 5 years Required experience with Associate's degree. or
• Required: 3 years Required experience with Bachelor's degree.

The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113\.001(2\) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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

Additional Information

• Requisition ID: 179986
• Employment Status: Full\-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 53,000
• Midpoint Salary: US Dollar (USD) 66,000
• Maximum Salary : US Dollar (USD) 79,000
• FLSA: non\-exempt and eligible for overtime pay
• Fund Type: Hard
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No

\#LI\-Hybrid