Program Coordinator - Education Administration

MD Anderson Cancer Center

Job Description

 

Full Job Description

The mission of The University of Texas MD Anderson Cancer Center is to eliminate cancer in Texas, the nation and the world through exceptional programs that integrate patient care, research, and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

To coordinate all aspects of the Radiation Oncology research training and clinical education programs, including and not limited to the Postbaccalaureate Training Program, URM Research Training, Summer Experience Research Programs, Medical Student Elective Program, UHCOM Clerkship, Clinical/Research Rotators' Programs, UT PGY1 Internship, and Visitors Programs (Observerships, Visiting Faculty). To serve as the liaison for radiation oncology to Research Training Programs/Graduate Medical Education, Legal Services, VISA, Compliance, and to our external Core Institutions (UT, BCM, UTMB, TAMU, UH), as well as other outside institutions. To provide administrative support for the programs, education team, and program leaders. Impact: This position supports the division's strategic initiatives for radiation oncology training and education.

KEY FUNCTIONS:
  • Administration of the Radiation Oncology Research Training and Clinical Rotation Programs

Coordinate the recruitment and application processing for Radiation Oncology's research training and clinical rotation programs, including the Postbaccalaureate Training Program, Summer Experience Programs, Medical Student Elective Program, Visiting Scientist Program, Rotating Resident Program, the UT PGY1 Internship Program. Responsible for processing of new appointments, recommendations, and reappointments. Responsible for tracking and reporting of all research trainees, visiting trainees, rotating residents/medical students, and faculty who train in the visiting and research training programs for:
  • High School Students
  • College Students
  • Postbaccalaureate Trainees
  • Research Interns
  • Graduate Research Assistants (GSBS, UTHSCH)
  • Graduate Students
  • Research Medical Students
  • Rotating Medical Students (core and non-core)
  • Rotating Resident/Fellows
  • Postdoctoral Fellow/Visiting Postdoctoral Fellows
  • Visiting Research Collaborators (Visiting Scientists)
  • Observers/STEP Observers
  • Work closely with faculty and education leaders to ensure potential trainee incumbents meet eligibility criteria and identify funding source (if applicable);
  • Review potential trainee incumbents' curriculum vitae (CV) to determine appropriate title and/or PGY training level (when appropriate);
  • Communicate the status throughout the application process and timeline with potential trainee incumbents, faculty, and other stakeholders;
  • Provide expert advice around eligibility, documentation requirements, state/institution mandates, and visa requirements;
  • Draft communications for programs, including but not limited to acceptance/declination letters to applicants, promotional flyers, and informational emails.
  • Coordinate meetings with faculty, potential trainee incumbents, and administrative staff;
  • Process applications through Slate, New Innovations, and Discover and monitor progress of applications
  • Personnel hiring and submittal of required forms in the ePAF system;
  • Provide onboarding and orientation for new trainees; ensures appropriate separation/clearance and exit process post-training.
  • Oversee development of rotations schedules where appropriate
  • Oversee development of didactic schedules using Zoom and its various features for polling, breakout rooms, whiteboard, etc.
  • Oversee research/trainee/visitor space/offices
  • Oversee provisioning of resources and applications, as well as issuance of devices
  • Ensure mandatory training for role preparation
  • Liaise with coordinators from outside institutions (core and non-core) to ensure required documents are reviewed, verified, and submitted
  • Oversee evaluations for all programs
  • Provide administrative support to trainees, including but not limited to interns, medical students, visiting trainees, rotating residents, rotating fellows, graduate students, college students, high school students, and postdoctoral fellows.
  • Oversee coordination of all aspects of programs' associated events, such as medical student breakfasts, medical student lunches and ad hoc meetings with faculty and/or program directors and not limited to venue procurement, calendar invitations, a/v setup, catering, agenda development/dissemination, reminders, etc.


  • Dosimeter Distribution, Collection, and Tracking

Coordinate the dissemination and tracking for all trainees' dosimeters. Responsible for liaising with Radiation Safety administrators to ensure dosimeters are distributed and returned within the parameters of the Radiation Oncology Quality and Safety Committee. Work closely with residents, fellows, other trainees, and the Radiation Safety group to ensure compliance with institutional policies and procedures.
    • Communicate with trainees regarding deadlines to return used dosimeters and pickup new dosimeters
    • Communicate with Radiation Safety and Quality-Safety team progress, late returns, and/or missing dosimeters
    • Physically collect used dosimeters to mail to Radiation Safety via Courier Services


  • Support for Radiation Oncology Education Administration and New Training Initiatives

Provide administrative support to Radiation Oncology's education and training initiatives, including, but not limited to improvements to Research Training, Undergraduate Medical Education (UME), and Graduate Medical Education (GME) programs, including Continuing Medical Education (CME) Regularly Scheduled Series (RSS) activities. Work closely with the Program Administrator and/or Program Directors to operationalize new programs and/or new initiatives.
    • Request or retrieve data to prepare reports, slides, presentations, written communications, etc. as requested by program administration.
    • Prepare meeting agendas, meeting minutes, and schedule regular meetings for program administration.
    • Assist in the development, improvement, implementation, and maintenance of assessment tools in New Innovations and Qualtrics
    • Serve as the primary point of contact for University of Houston College of Medicine teaching/training collaborations
    • Assist with medical school job fairs
    • Represent the programs at institutional and external events, relevant meetings/ conferences as the spokesperson for the programs.
    • Attend meetings on behalf of the Program Administrator and communicate relevant changes and timelines.
    • Facilitate contractual and education agreements through Legal Services and serve as liaison between radiation oncology, Legal, and outside entities.
    • KRONOS Timekeeping for compensated research trainees.


  • Software/Technology Proficiency

Acquire and maintain skillsets required to develop, implementand utilize computer-based documentation and reporting tools to include the programs' internal and external websites and the programs' Sharepoint site. Required use includes but is not limited to all Microsoft Office applications, Discover, Slate, New Innovations, Adobe Experience Manager, Kronos, Slate, Zoom (including all its features), and Concur.
  • Other duties as assigned.


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

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.

Preferred: Two years of education administration experience. Experience with Slate, New Innovations, Discover.

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

Additional Information
  • Requisition ID: 158326
  • Employment Status: Full-Time
  • Employee Status: Regular
  • Work Week: Days
  • Minimum Salary: US Dollar (USD) 47,500
  • Midpoint Salary: US Dollar (USD) 59,500
  • Maximum Salary : US Dollar (USD) 71,500
  • FLSA: exempt and not eligible for overtime pay
  • Fund Type: Hard
  • Work Location: Hybrid Onsite/Remote
  • Pivotal Position: No
  • Referral Bonus Available?: No
  • Relocation Assistance Available?: No
  • Science Jobs: No

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