Academic Coordinator, Research Trainee Programs

The primary purpose of the Academic Coordinator position is to provide first-line customer service, coordinate all aspects of trainee onboarding and perform independent administrative duties related to human resources, educational appointment, academic program support, database maintenance, and ensuring compliance with institutional regulation for all research students, interns and observer trainee populations.

An ideal candidate for the Academic Coordinator position is a detail-oriented and highly organized professional who excels in customer service, seamlessly coordinates trainee onboarding, and independently manages administrative, HR, and academic program processes while ensuring accurate data management and full compliance with institutional regulations.

MD Anderson offers employees:

• Paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week.

• Group Dental, Vision, Life, AD&D and Disability coverage.

• Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals.

• Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs.

• Tuition Assistance Program after six months of service.

• Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans.

• Employer paid life, AD&D and an illness-related reduced salary pay program.

• Extensive wellness, recognition, fitness, employee health programs and employee resource groups.

• Opportunities for professional growth through Career Development Center and Mentoring programs.

JOB SPECIFIC COMPETENCIES:

*Perform human resources functions related to the new trainee onboarding process. *

• Responsible for handling all aspects of the onboarding contingency process for new research students, interns, and observer educational appointees in compliance with departmental and institutional policies, government regulations, and appropriate oversight agency requirements.

• Intervene as needed to assist trainees experiencing difficulties with onboarding contingencies and serve as a liaison with internal business partners.

• Maintain applicable information systems and databases pertinent to recording and managing onboarding contingencies.

• Coordinate and facilitate weekly onboarding sessions.

• Maintain onboarding presentations to ensure they adhere to institutional and departmental policies and updates.

*Perform complex, independent administrative duties related to research student trainee appointment, reappointment and separation process. *

• Process all aspects of educational appointments, reappointments and separations in compliance with departmental and institutional policies, government regulations, and appropriate oversight agency requirements for the research student trainee, research interns and observer population.

• Responsible for hiring trainees receiving compensation in compliance with institutional policies and government regulations.

• Input and maintain critical data in applicable databases and systems.

• Maintain electronic trainee records ensuring accuracy and integrity of data across related systems

• Provide advice and serve as a resource to trainees, faculty and administrative staff in assigned departments.

• Initiate visual compliance, sanction check, personal, educational and criminal history background checks.

• Serve as a back-up for other members within the department as needed.

*Provide customer service and administrative support to trainees, educational programs and departments. *

• Provides telephone coverage: screen calls and direct as appropriate politely and professionally. Responds to callers' inquiries and communicates accurate and complete messages. Maintains confidential correspondence and general departmental records in compliance with the appropriate retention policies.

• Respond to requests and inquiries received in the department's Outlook email inbox, managing and addressing incoming emails with timely and accurate responses.

• Serve as a Research Trainee Programs liaison on behalf of trainee/program with internal departments, i.e. Benefits, Payroll, PeopleSoft, etc.

• Compose formal and informal responses to general requests for information regarding trainee appointments at MD Anderson.

• Participate in the ongoing effort to maintain data integrity in all applicable educational systems. Review, process and resolve issues related to SOX reconciliation and miss-match reports.

• Assist with coordinating educational sessions for new administrative staff and quarterly RTP workshops.

• Maintain research trainee and department administrative support staff email distribution lists.

• Coordinate application and onboarding process for the annual institutional Catalyst program.

• Process badge renewals due to changes in trainee titles, department transfers, or renewal of appointments, ensuring timely updates.

Other duties as assigned.

EDUCATION

Required: Bachelor's Degree.

Preferred: Master's Degree.

EXPERIENCE:

Required: Three years professional human resources, education or business experience.

May substitute required education degree with additional years of equivalent experience on a one to one basis.

Preferred: Manage complex onboarding, appointment trainee processes, and compliance requirements.

The University of Texas MD Anderson Cancer Center offers excellent tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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.

Additional Information

• Requisition ID: 180638

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 60,500

• Midpoint Salary: US Dollar (USD) 75,500

• Maximum Salary : US Dollar (USD) 90,500

• 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

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