Administrative Coordinator - Emergency Medicine

Emergency Medicine is looking for an Administrative Coordinator to join their team.

This is a hybrid position with at least 2-3 days onsite.

The ideal candidate is a highly organized, analytical, and proactive administrative professional with demonstrated experience supporting senior medical and operational leadership in a complex healthcare environment. They bring strong executive-level administrative capabilities, including advanced calendar and meeting coordination, high-quality written communication, project and initiative support, and the ability to serve as an effective liaison across departments and stakeholder groups. This individual applies sound judgment, discretion, and problem-solving skills to support medical operations, education initiatives, and cross-functional projects while ensuring alignment with institutional goals, regulatory standards, and performance metrics such as Vizient benchmarks.

The successful candidate is comfortable analyzing and summarizing operational and financial data, reconciling budgets and expenditures, tracking faculty and departmental funds, and providing actionable insights to guide decision-making. They demonstrate strong project management and change management skills, maintain meticulous attention to detail, manage competing priorities with confidence, and thrive in a fast-paced, highly collaborative, and mission-driven clinical environment while delivering dependable, high-impact support to executive and faculty leadership.

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

I. Direct Administrative Support to the Executive Medical Director of Inpatient Medical Operations

Summary:
The Administrative Support role for the Executive Medical Director (EMD) of Inpatient Medical Operations provides comprehensive administrative assistance for duties outside the Department of Emergency Medicine.

Responsibilities include:

• Administrative Assistance: Provide high-level administrative support to the Executive Medical Director of Inpatient Medical Operations, including calendar management, meeting coordination, and correspondence handling.
• Operational Support: Assist with the development, implementation, and management of operational processes supporting the medical leadership team.
• Project Management: Support the planning, execution, and monitoring of projects and initiatives led by the EMD to ensure timely and efficient completion.
• Data and Reporting: Collect, analyze, and prepare reports related to medical operations, performance metrics, and other relevant data for EMD review.
• Communication Liaison: Serve as a primary point of contact between the EMD and departments, stakeholders, and external partners to ensure clear and effective communication.
• Meeting Coordination: Organize meetings, briefings, and conferences, including agenda preparation, minute-taking, and follow-up on action items.
• Policy and Procedure Support: Assist in the development, review, and implementation of medical and operational policies and procedures.
• Compliance Monitoring: Support adherence to regulatory standards, organizational policies, and industry best practices.
• Resource Management: Assist in managing resources, budgets, and supplies required for medical operations and leadership activities.
• Problem Solving: Identify operational challenges and proactively recommend solutions to improve efficiency and effectiveness.
• Other Duties as Assigned.

II. Education and Project Management – Acute Cancer Care Center Initiative

Summary:
This role supports a cross-departmental initiative focused on collaborative project management to improve outcomes and streamline institutional processes. The position provides direct support to stakeholders including the Vice President of Inpatient Medical Operations (Office of the COO), the Executive Medical Director for Inpatient Services, Emergency Medicine leadership, and other relevant departments. A primary objective is to improve institutional performance metrics as measured by Vizient benchmarking.

Responsibilities include:

• Project Planning & Execution: Lead planning, execution, and completion of emergency department improvement projects aligned with organizational goals.
• Stakeholder Coordination: Collaborate with department leaders and healthcare professionals to ensure project objectives are met.
• Process Optimization: Identify operational improvement opportunities and implement strategies to enhance efficiency, patient care, and service delivery.
• Compliance & Quality Assurance: Ensure all activities comply with healthcare regulations, industry standards, and organizational policies.
• Data Analysis & Reporting: Collect, analyze, and report project data to track metrics, outcomes, and continuous improvement.
• Team Leadership: Lead and motivate cross-functional teams to foster collaboration and productivity.
• Change Management: Support staff through transitions, including communication, training, and workflow or system adjustments.
• Continuous Improvement: Promote ongoing improvement by applying project learnings to optimize departmental processes and outcomes.
• Other Duties as Assigned.

III. Department Financial Support

Summary:
This role assists the Department Administrator with financial reconciliation and analysis to ensure accurate budget tracking, fiscal accountability, and informed decision-making.

Responsibilities include:

• Monthly Financial Summaries: Prepare clear overviews of key financial metrics and trends.
• Revenue and Expense Analysis: Analyze major revenue streams and expenditures, comparing actuals to budgeted figures.
• Variance Identification: Identify and explain variances between actual performance, forecasts, and personnel trends.
• ProCard Administration: Process ProCard transactions and maintain accurate records in compliance with institutional financial control policies; assist the Administrative Director and Center Medical Director with data collection for the annual capital equipment budget cycle.
• Faculty Expense Tracking: Review and reconcile PRS Development Funds using the Division Tracking System.
• Charge Capture Reconciliation: Assist with reconciliation of departmental charge capture and work queues to ensure timely revenue recognition.
• Profitability Assessment: Evaluate net profit or loss and contributing financial factors.
• Insights and Recommendations: Provide actionable financial insights to support strategic planning and decision-making.
• Key Financial Indicators: Present critical metrics, including gross margin, operating costs, and return on investment (ROI).
• Other Duties as Assigned.

IV. Administrative Faculty Support – Emergency Medicine

Summary:
Provides confidential administrative support requiring independent judgment, initiative, discretion, and advanced knowledge of administrative processes. Demonstrates strong interpersonal and quantitative skills to organize data, manage competing priorities, and produce work products within established guidelines.

Responsibilities include:

• Coordinate travel arrangements and expense reimbursements in accordance with institutional and departmental policies.
• Prepare travel reimbursements for assigned faculty and faculty supported by other administrative staff.
• Arrange conferences and meetings, including room reservations, catering, and equipment coordination.
• Submit reimbursements and monitor PRS budget activity for assigned faculty.
• Track annual extramural funding for assigned faculty.