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Admin/Clerical Support
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Gyn Onc & Reproductive Med 119100
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133719 Requisition #
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Program Coordinator


JOB SPECIFIC COMPETENCIES

Coordinates Educational Appointments, Observers, and Visas

·         Coordinates the department’s educational appointments for postdoctoral fellows, research interns, graduate research assistants, college students, high school students, other educational titles (trainees), and the department’s observer appointments with the departments of Research Trainee Programs (RTP) and Academic Visa Administration (AVA) and Graduate Medical Education (GME). 

·         Enters the applicants in the institution’s Discover system, processes the applicants’ completed documents and submits the recommendation for appointment via Discover. 

·         Enters the trainee’s information into the department’s Employee Database (ED) and maintains the information. 

·         Meets with faculty member(s) and/or manager(s) to determine the needs of proposed positions, reviews budget constraints, discusses salary ranges and makes recommendations for the type of title. 

·         Consults with the financial analyst or grant managers to ensure that adequate funds exist to process appointment. 

·         Meets with department Chair to review prospective appointments/reappointments and obtains signatures on all packets including visa paperwork. 

·         Alerts faculty to educational appointments that are nearing completion and processes reappointments if approved by faculty and Chair, then submits reappointments in a timely manner to RTP and follows up to ensure timely completion. 

·         Contacts faculty to determine which of their educational appointments they will support tuition and submits tuition sponsorship forms to GSBS.

·         Serves as the contact on Visa related issues for all educational positions.

·         Receives requests from physicians, scientists, visitors and students interested in observing/visiting the department and ensures the department is under the maximum approved observers for the month.

·         Completes preliminary review of all inquiries to determine appropriateness of request/department and responds to candidates with alternative programs/departments as appropriate.

·         Requests additional information regarding purpose of visit and research interests to assist in initial screenings.

·         Provides appropriate information to applicants on application process and timelines.

·         For all appointments, maintains a spreadsheet of all inquiries and the status of all requests/applications as well as applicant information, dates of appointment, name of mentor and purpose of visit. 

·         Ensures that department’s observer website page is current and all forms are up-to-date.

·         Maintains calendar of all trainee and observer appointments.

·         Initiates all required appointment paperwork, ensuring that all documents are included.  Obtains required departmental signatures and forwards to RTP for processing.

·         Upon approval, coordinates the visit for the observer with the appropriate faculty and their assistant.

·         Provides information on housing, travel, and other items as requested. 

·         Greets all observers and coordinates introductions to department faculty and staff.  Escorts observers to complete check-in process.

·         Provides observers with weekly departmental meeting schedules and information on how to obtain lab coats and scrubs.

·         Assigns pager if necessary.

·         Secures space and computers and/or computer access if necessary. 


Trainee Orientation

·         Manages the department’s educational appointments orientation program to include creation/update of materials, coordination of orientation activities/training involving other staff, and overseeing/conducting initial one-on-one orientation sessions.

·         Oversees and/or conducts orientations for new trainees and observers by following the departmental orientation protocol. 

·         Oversees and/or conducts tours of the department and institution by walking to designated or key areas of importance/interest to employee(s). 

·         Provides directories, maps and meeting schedules. 

·         Furnishes trainees and observers with appropriate orientation manual including written documentation regarding departmental and institutional procedures. 

·         Oversees and/or initiates requests for space, lab coats, and all other items/services required by new educational trainees and observers.

 

Fellowship Support

·         Cross-trains with and backs up program coordinator in charge of coordinating and onboarding the program’s rotating residents.  Fills in when resident rotation program coordinator is unavailable.

·         Submits spring/fall/summer UT Health Tuition Sponsorship Forms for 1st and 2nd year research fellows.   

·         Makes travel arrangements and processes reimbursements through Concur for assigned fellows. 

·         Shares duties coordinating weekly Didactics lectures with the other program coordinator. 

·         Coordinates T32 Committee Meetings.  This includes scheduling the meeting by coordinating chair and program director’s calendar, booking conference room, sending email notifications to committee members, and providing materials required for the meeting (evaluations, agenda, prior minutes, etc.) 

·         Coordinates T32 External Advisory Board Meetings held every 2 years.  This includes arranging travel (flight, hotel and car) for board members, reserving conference room, arranging transportation to the meeting, and catering for event. 

·         Coordinates yearly Wharton lecture.  This includes arranging travel (flight, hotel and car) for speaker and reserving rooms for lecture and meetings with fellows.  Makes reservation for dinner with faculty, dinner with fellows, and all catering associated with this event.  Initiates required purchase orders for hotel and fellows’ dinner.

·         Coordinates yearly Research Mentor Day for incoming fellows.  This includes travel arrangements (flights, hotel, and transportation to/from hotel).  Other tasks for this include arranging dinner with faculty (coordinating schedules and securing venue), conference room reservations if necessary, and coordinating schedules for fellows with their mentors for day of visit.  Initiates required purchase orders for hotel and dinner.

·         Coordinates yearly Alumni Visit for returning graduates.  This includes travel arrangements (flights, hotel, and transportation to/from hotel).  Other tasks for this include arranging dinner with faculty (coordinating schedules and securing venue), conference room reservations if necessary, and coordinating schedules for alumni with fellows and other faculty for day of visit.

·         Assist with fellow’s activities as designated by the fellowship program manager.

·         Other duties as assigned.


 

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

Education preferred: Master's degree.  

Experience Required: Three years project/program coordination experience. May substitute required education degree with additional years of equivalent experience on a one to one basis. With preferred degree, one year of required experience. 

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

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