MD Anderson Cancer Center Program Coordinator - Moon Shots Operations in Houston, Texas

The primary purpose of the Program Coordinator position is to provide highly responsible administrative support and coordination to the SVP, Discovery & Platforms operations unit. Position supports Moon Shots Operations, Therapeutics Discovery, the Scientific Project Directors and other internal stakeholders in the development and implementation of all assigned initiatives and projects. This position impacts the overall efficiency and productivity of Divisions and helps to create opportunities to enhance the mission and vision of the program.

KEY FUNCTIONS

1.Assists, coordinates, and plans activities and program-specific events of the Moon Shot Program:

•Proactively manages master calendars for program functions and assist with calendaring for conference rooms and related parties.

•Activities include meetings, functions, and conferences, and other ad hoc events as necessary.

•Secures room reservations and ensures proper room set-up/break-down•Orders and confirms catering•Ensures speaker confirmation•Sends meeting invitations•Creates/sends agendas•Transcribes and distributes minutes•Assists with coordinating outside visitors to the Program including speakers, VIPs, and other guests. This includes travel and transportation arrangements and room and itinerary scheduling.

•Assists with Division level events including Scientific Advisory Board (SAB), Science Day, Lecture series, and other events as designated.

2.Provide administrative support to Moon Shots Operations in Program-specific needs:

•Maintains information tracking tools; implements document and information retrieval systems

•Assists in procurement, purchasing, and contact development, including ordering of supplies and reconciling of received orders

•Gathers materials for use in preparation of scientific reports, presentations, or publications

•Takes, prepares, and distributes meeting minutes for meetings.

• Follows up on action items

3.Division support

•Assists with needs of Moon Shots Disease Sites and Platforms and related communications

•Supports the Cancer Prevention and Control Platform as representative of Moon Shots Operations for community outreach and educational events at the local, state, and global stages

•Reviews current processes, documents, and provides recommendations for increased efficiencies

•Coordinate retreats and patient advocate communications involving meeting and event notices along with engaging volunteers by phone and email.

•Provides frontline greeting and support to office, department, and division

•Responds to and assist with the needs of patients, customers, employees, donors, vendors, etc.

4.Financial Management

•Maintains current knowledge of expenditures and reimbursement guidelines of the Moon Shots Program

•Complies with institutional policy and procedures relating to monitoring and spending of funds

•Assist with documentation, billing, tracking, and compliance of Strategic Alliances agreements and Grants within the Division

•Assists with compilation of monthly Moon Shots Program financial reports including financial and personnel aspects•Acquires and reviews required financial support documentation

•Responsibility for employee travel with the Division including approvals, scheduling, reimbursement with documentation in appropriate time frame•IC-Oral Communication: Express ideas clearly and concisely in groups and one-to-one conversations; create an environment with open channels of communication. 

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 or completed years of college on a one to one basis. With preferred degree, one year of required experience.

Preferred: Previous experience with duties detailed above.

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