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.

Benefits

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. Ensures 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.

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.

Processes Material Transfer Agreements (MTA) with external organizations for the research lab.

Facilitates external and internal core lab services.

Coordinates 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.

Manages and updates 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.

Education

Required: Bachelor's Degree in Business Administration or related field.

Preferred: Master's Degree

Work Experience

Required: 3 years Project/program coordination experience.

Required: 1 year of experience with a Master's degree.

May substitute required education degree with additional years of equivalent experience on a one‑to‑one basis.

Preferred: 5 years Administrative experience, including two years in a supervisory or managerial capacity in a patient care environment.

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 or 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.

Additional Information

Requisition ID: 181561

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: exempt and not eligible for overtime pay

Fund Type: Hard

Work Location: Hybrid Onsite/Remote

Pivotal Position: No

Referral Bonus Available?: No

Relocation Assistance Available?: No

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