Administrative Coordinator - Department of Radiation Physics

Administrative Coordinator
The University of Texas MD Anderson Cancer Center is a leading global institution dedicated to eliminating cancer through exceptional patient care, groundbreaking research, education, and prevention programs. Within the Radiation Planning Assistant Group (RPA), the Administrative Coordinator plays a vital role in supporting faculty and lab members to ensure operational efficiency and program success.

The Administrative Coordinator is responsible for managing complex administrative activities that support a dynamic team environment. The Administrative Coordinator collaborates closely with faculty, leadership, and staff to coordinate projects, streamline processes, and maintain compliance with institutional policies. The Administrative Coordinator role requires strong organizational skills, initiative, and the ability to effectively communicate with stakeholders at all levels.

The ideal candidate will possess a combination of education and experience that supports strong administrative coordination, project management, and communication capabilities. Candidates should demonstrate the ability to manage multiple priorities, work independently, and operate effectively in a fast-paced environment; proficiency in administrative operations, program coordination, and organizational systems is highly valued.

Minimum $25.48 – Midpoint $31.73 – Maximum $37.98

Why Us?
Working in this role at UT MD Anderson allows you to directly contribute to a mission-driven organization focused on advancing cancer care, research, and education. You will collaborate with interdisciplinary teams, support impactful programs, and develop skills in administrative leadership, project coordination, and operational excellence, while working in an environment that values professional growth and workplace balance.
• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Responsibilities
Program/Lab Administrative Oversight
• Oversee administrative functions for the Radiation Planning Assistant Group supporting four faculty and twenty-four lab members
• Coordinate access and system rights for new group members
• Track and report project progress across sub-projects and communicate updates to leadership
• Attend meetings and prepare materials for dissemination and review
• Follow up with stakeholders to ensure completion of assigned action items
• Ensure compliance with institutional, state, and federal policies and procedures
• Prepare or delegate preparation of meeting minutes, conference documentation, and program materials
• Coordinate and manage multi-institutional collaborative meetings

Departmental Program & Project Support
• Schedule and coordinate high-level events including seminars, workshops, symposiums, and conferences
• Moderate virtual meetings with multiple presenters
• Compile and prepare PowerPoint presentations from multiple contributors
• Draft and distribute seminar announcements and promotional materials
• Coordinate travel arrangements and logistics for visiting speakers
• Manage event logistics including catering, materials distribution, and visitor information
• Serve on departmental BeWell Committee
• Provide front desk and divisional coverage as needed
• Participate as a core member of the Quarterly Physics Workshop planning committee
• Generate and distribute Quality Assurance Qualtrics monthly reports

Finance & Grants
• Review monthly financial reports for accuracy
• Identify and resolve discrepancies in collaboration with accounting

Travel & Calendar Management
• Coordinate high-volume domestic and international travel with multi-destination itineraries
• Obtain visas and support passport renewals when required
• Arrange travel including registration, lodging, and transportation
• Collect receipts and process travel reimbursements in accordance with institutional procedures

Departmental Purchasing
• Process purchase orders and manage supply procurement for faculty
• Ensure appropriate use and tracking of departmental resources