Administrative Coordinator (6:30am - 3pm)
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The primary purpose of the Administrative Coordinator position is to provide professional support to the Clinical and Translational Research Center Laboratory. The Administrative Coordinator assists with the laboratory operations in an environment that integrates faculty and staff from multiple departments across the institution, providing specialized care for our clinical research patients. The position requires independent judgment; strong interpersonal, communication and organizational skills; ability to prioritize; and planning and coordination of special events.
- Courtesy: Is respectful and courteous to each other at all times.
- Friendliness/Teamwork: Promotes and rewards teamwork and inclusiveness; is sensitive to the concerns of our patients and our co-workers.
- Reliability: Communicates frequently, honestly and openly.
- Accountability: Holds self and others accountable for practicing our values.
- Safety: Models safe behavior (wears badge and personal protective equipment, washes hands, and keeps work area clean and orderly); Notices a safety concern or emergency, understands role and uses proper procedures to report it; Mitigates risk to the institution through sound business practices; Demonstrates ethical and personal responsibility in work and behavior
- Responsiveness: By his/her actions, creates an environment of trust; Encourages learning, creativity and new ideas.
- Personal Leadership/Self-Initiative: Helps others to identify and solve problems; Seeks personal growth and enables others to do so.
JOB SPECIFIC COMPETENCIES
- Coordination of annual CCSG program reviews and progress reports
- Assists with ensuring all CCSG program requirements are evaluated and met annually.
- Provide lab support to CTRC Laboratory during high volume hours.
- Assists CTRC Lab Supervisors with assigning patients and preparing collection kits.
- Assists with transmitting EKGs as needed.
- Prepares monthly operational program reports
- Prepare and maintain weekend/holiday/time off staffing schedule
- Collaborates with schedulers to finalize daily patient lists and prepare for next day patient visits and weekend patient appointments
- Assists with research inventory; receiving, stocking, and pulling specimen collection kits as needed
- Develop and maintain time off tracking system for Laboratory Manager and CIT Supervisor to determine required staffing
- Seeks out new information and identifies opportunities to implement new knowledge into practice
- Participate in advanced administrative projects as requested
Prepares agendas for matters of consideration at meetings, as requested.
- Handle all purchasing requisition and ProCard requests for the CTRC Laboratory
- Maintain stock supply room by developing and maintaining an ordering system working with the Laboratory supervisors to establish ordering triggers
- Coordinates multiple meetings, schedules and facilitates program financial review meetings with center leadership and department personnel
- Prepare reports for program funders and presentation or publications for dissemination of information related to the program
- Maintains standard office supplies and toner replacement for the department.
- Trains new employees on WebSchedule and Kronos timestamp systems.
- Proactively manages the orientation of new research staff to include development of training schedule, coordination with laboratory leadership and assigned team personnel, arranges for participation from key departments such as employee health, parking, VISA, payroll, EH&S and others as required
- Participates in the development of various educational workshops for various program departments to ensure compliance with institutional policies, accreditation standards and other CCSG program requirements
- Exhibits excellent organizational and program management skills, creating and following center procedures in adherence to program standards, identifying program deliverables, and implementing program initiatives to achieve measurable change
- Uses patience, resourcefulness, and creative thinking in moments that lack clarity, facilitating progress toward program goals in a directive and supportive manner
Research Study and Project Coordination
- Coordinate and oversee daily patient census for CTRC laboratory
- Prepare patient lists in advance and disseminate to ensure lab is adequately staffed and correct inventory is available for collection
- Communicate across departments with study team members to coordinate and verify patient appointments based on protocol requirements specific to visit and timed collections
- Prepare daily shipping list for laboratory team and assist with coordinating pickups throughout the day; including special courier requests based on timed collections
- Provide lab support as needed; assisting with coordinating patient collections, answering phone calls, assigning technicians and preparing kits for sample collection
- Prepare daily lab collection sheet packet for review by compiling all previous day collection sheets and shipping requisitions and putting them in order prior to Lab Supervisor review
- Responsible for the coordination of all events related to the CCSG program laboratory
- Coordinates all CTRC staff meetings, special meetings and division presentations
- Coordinates lab tours, laboratory in-services' and CTRC workshops as needed by CTRC Leadership
- Assists with other projects to be assigned by Laboratory Director, Laboratory Manager or CIT Supervisor.
Other duties as assigned
Analytical Thinking - Gather relevant information systematically; break down problems into simple components; make sound decisions.
Business Acumen - Understand the impact of the job within the institution; have and use cross-functional knowledge to understand interdepartmental connections.
Change Leadership - Understand the position of the institution within the industry; anticipate the impact of technological, social, and economic trends on the institution.
Coach and Develop - Assess strengths and development needs of employees; provide challenging development opportunities; provide relevant, timely feedback; mentor others.
Influence Others - Present a compelling case for proposals and ideas; advocate for support and commitment from others; mobilize others to take action for benefit of the institution.
Innovative Thinking - Approach problems with curiosity and open-mindedness; offer new ideas, solutions and/or options.
Inspire Trust - Show consistency among principles, values, and behavior; gain the confidence and trust of others.
Listen to Others - Listen to feedback and input carefully; demonstrate attention to others; acknowledge and listen to differing perspectives in a group.
Oral Communication - Express ideas clearly and concisely in groups and one-to-one conversations; create an environment with open channels of communication.
Strategic Thinking - Define strategic goals and issues clearly; apply broad knowledge and experience when addressing strategic issues; foresee obstacles and opportunities relating to change or improvement.
Professionalism - Employee demonstrates commitment to collaborative professional relationships with physicians and all members of the heath care team.
Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.
Technical/Functional Expertise - Demonstrate technical proficiency required to do the job; possess up-to-date knowledge in the profession; provide technical expertise to others.
Written Communication - Convey information clearly and concisely through both formal and informal documents; adapt writing style to fit the audience.
Provide service to our stakeholders, including patients, caregivers, colleagues and each other, in a safe, courteous, accountable, efficient and innovative manner to include:
- Promoting inclusiveness and collegiality that demonstrates respect and professionalism to our stakeholders at all times
- Modeling safe, ethical behavior that mitigates risk to the institution through sound business practices, and adherence to MD Anderson's Standards of Conduct, institutional policies and procedures
- Responding to requests in a timely manner while proactively communicating expectations for procedures, service arrival, or project deliverables to stakeholders
- Using the steps to HEAL (Hear, Empathize, Address and Learn) the relationship when service recovery is needed
- Provides development opportunities and ongoing feedback to employees to include timely completion of administrative staff and classified employees each evaluation period.
- Provides clear direction and communication to employees within unit.
- Demonstrates cultural competence that creates an inclusive environment for the diversity represented within unit's staff.
- Manages operating expenses to budget.
- Completes required 16 hours of continuing education for people leadership skills per year.
- Complete Management Curriculum within required timeframe.
Education: Bachelor's degree in Business Administration or related field
Preferred Education: Master's degree
Experience: 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.
High school diploma or equivalent. Nine years administrative experience to include two years in a health care environment or related field. With preferred degree, four years 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
- Requisition ID: 147606
- Employment Status: Full-Time
- Employee Status: Regular
- FLSA: non-exempt, eligible for overtime, and is subject to the provisions of the Fair Labor Standards Act (FLSA)
- Work Week: Days
- Fund Type: Soft
- Work Location: Onsite
- Pivotal Position: No
- Minimum Salary: US Dollar (USD) 47,500
- Midpoint Salary: US Dollar (USD) 59,500
- Maximum Salary : US Dollar (USD) 71,500
- Science Jobs: No
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