Program Coordinator

The Veterinary Medicine and Surgery department exists to serve UT MD Anderson research programs. Our primary aim is to provide the best possible veterinary care, facilities and services in support of the institutional animal care and use program, in keeping with all applicable laws, regulations, guidelines and Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC) accreditation standards.  

The primary purpose of the DVMS Program Coordinator position is to perform procurement activities for the Department of Veterinary Medicine and Surgery and act as a liaison between departments, vendors and Supply Chain Management. Assist in vendor negotiations, contract development, pricing reviews, etc.

The ideal candidate will have prior procurement experience and strong proficiency in Excel and other Microsoft Office applications. They should be able to work independently, demonstrate a willingness to learn, and possess strong problem-solving skills. Excellent verbal and written communication skills are essential, along with a strong work ethic and the ability to collaborate effectively within a team while delivering exceptional customer service. Prior experience in animal procurement is a plus.

Minimum $25.48 – Midpoint $31.73 – Maximum $37.98 per hour
The typical work schedule is hybrid/onsite based on business needs.
Work Location: Texas Medical Center

Why Us?
This role offers the opportunity to directly support life-saving cancer research by ensuring critical veterinary and procurement operations run smoothly and compliantly. UT MD Anderson provides a collaborative environment that values professional growth, operational excellence, and work-life balance while offering a comprehensive benefits package designed to support long-term career success.
• 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

Animal Procurement
• Coordinate the procurement of all animals for the UT MD Anderson Houston campus
• Act as a liaison between departments, vendors, and Supply Chain Management
• Place and track animal orders, including purchase orders for commercial shipments and import purchase orders for freight and breeding projects
• Evaluate information and process orders in accordance with departmental, institutional, and state guidelines and procedures
• Approve animal purchase requisitions in PeopleSoft
• Obtain and review supporting documentation such as pricing, quotes, bids, and exclusive acquisition justifications
• Verify chartfield strings are active and funded and follow up with principal investigators for accuracy
• Communicate with vendors to ensure order accuracy, schedule deliveries, and confirm waitlisted shipments
• Maintain the Cayuse system with complete and accurate order, delivery, and confirmation details
• Resolve shipment issues, including credits and replacement animals

Procurement Processing
• Maintain current knowledge of institutional and state procurement policies and procedures
• Serve as the departmental subject matter expert for purchasing and procurement activities
• Provide procurement input for decisions related to equipment, supplies, and other purchases
• Assist with vendor negotiations, contract development, agreements, and pricing reviews
• Place orders following established procedures and compliance requirements
• Document poor vendor performance and coordinate resolution with leadership, supply chain, and vendors
• Process procard purchases and reconcile transactions, including fund transfers
• Resolve invoice exceptions and non-receipt issues with materials management

Document and Data Management
• Maintain organized records of purchase orders, receipts, and related documentation
• Ensure animal purchase documentation complies with applicable laws and guidelines
• Maintain and update departmental procurement guidelines, flowcharts, and processes
• Update the Cayuse system with accurate procurement data
• Monitor the DVMS Procurement mailbox and respond to inquiries and concerns

Other Duties
• Perform additional duties as assigned to support departmental and institutional needs