Administrative Coordinator - Operating Room

Administrative Coordinator – Operating Room 

The Administrative Coordinator provides direct support to the Operating Room (OR) Director and Associate Directors, ensuring smooth operations across projects, administration, finance, and reporting. This highly visible role requires strong organizational skills, initiative, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate is a proactive, organized professional who thrives in dynamic healthcare or procedural environments, takes initiative, and leads projects effectively, with preferred proficiency in Microsoft Office and Power BI, working knowledge of PeopleSoft, myHR, ResourceOne, Microsoft Teams, and Concur, and experience using Kronos.

Why Join Us
This is a highly visible role at the center of the Operating Room (OR). As the Administrative Coordinator, you’ll work directly with the OR Director and Associate Directors, gaining daily exposure to senior leadership and playing a key role in keeping operations running smoothly. 

You’ll have the opportunity to:
•    Make an immediate impact by coordinating projects that affect patient care and departmental success.
•    Build strong relationships with leadership and cross-functional teams.
•    Grow professionally by working with MDACC systems, project management tools, and enterprise platforms.
•    Thrive in a fast-paced, dynamic environment where initiative and problem-solving are valued.

Key Functions Project/Program Coordination
•    Coordinate project delivery with reports and updates for leadership.
•    Organize meetings, prepare agendas, and update presentations.
•    Provide tools/templates and manage document versions.
•    Track action items, risks, and deliverables; follow up as needed.
•    Draft communications using standard templates.

Administrative Support
•    Assist leaders with meetings, agendas, presentations, and minutes.
•    Track accreditation readiness and support facilities projects.
•    Coordinate operational improvement projects and HR activities.
•    Maintain organizational charts and coordinate vendor visits, rounding, and catering.

Finance & Asset Management
•    Manage purchasing, expense tracking, and reconciliation processes.
•    Place orders in SharePoint/PeopleSoft and oversee supply inventory.
•    Arrange travel/reimbursements via Concur and process Pro-card transactions.
•    Support capital equipment budget cycle and monthly financial reviews.

Data & Reporting
•    Track and report variance metrics and facility-related events.
•    Prepare KPI and monthly finance reports for leadership.
•    Maintain and update department policies and records.