Senior Coordinator, Business Operations - Facility Services - Administration (90002181)

Baylor College of Medicine

Houston, TX

ID: 7065550 (Ref.No. 3590-en_US)
Posted: March 25, 2020
Application Deadline: Open Until Filled

Job Description

Summary

Coordinate the activities, data and reports associated with maintaining current financial data which accurately depicts the financial condition of each of the capital projects and budget of the Facility Services department.  

Job Purpose

Coordinate the Facility Services Capital Project and Budget Financial Activities (Business Office):

  • Assist in the yearly budgeting process.
  • Monitor the budgets in each budget category so that expenditures are within budgetary constraints. 
  • Maintain documentation justifying budget deviations.
  • Manage the Accounts Receivable (Work in Progress) account so that we are collecting funds to cover expended labor and materials.  This includes developing business processes that enable the accurate billing of time expended on projects and providing input in establishing appropriate trade labor rates.
  • Manage Accounts Payable account so that our vendors are getting paid in a timely manner.

Managing the SAP Plant Maintenance Module:

  • Assuring that Work Orders are being entered into the system in a manner consistent with the methodology developed by the SAP PM Module development team.  Including both Facility Services budget (work order type NSCH) and BCM Departmental work requests (work order type PAYJ).
  • Ensuring the timely entry of work requests into the SAP system. 
  • Ensuring timely estimates are provided to the departments.
  • Tracking and validating work order estimate approvals by the departmental requestors.
  • Tracking and providing information to end users (customers) regarding the status of their work request.  This includes monitoring the progress of the work request from initial entry into SAP until the work is completed and the orders are closed.
  • Providing information to the Facility Services staff regarding budget condition of their jobs.  Including alerting them when job expenditures are approaching original budgets.
  • Assuring timely posting of labor to work order jobs.
  • Monitor the closing of the work orders to ensure all charges are posted to them before they are closed.

 

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Time Keeping:

  • Assist and ensure that all labor time is accurately entered into the SAP payroll module so that Facility Services work orders are charged for labor correctly and employees are paid in a timely manner. 
  • Making sure that the labor distribution is entered the SAP payroll module so that the funds for salaries are taken from the correct account.

Other:

  • Provide support to the Facility Services – Service Center employees who will be performing specific tasks which will enable the fulfillment of all the activities listed above.
  • Answer the telephone and input data into SAP work orders based on the information provided by the stakeholder on the phone.

General:

  • Must be able to manage multiple priorities and systems effectively. 
  • Must be able to work with others in a cohesive team environment. 
  • Must have good personnel skills and be able to calm disenchanted stakeholders. 
  • Must be knowledgeable in or interested in learning all activities associated with managing a work order maintenance system including the specific details involved with charging other departments for labor and materials.
  • Experience working with construction trades and having knowledge of the construction industry is a plus.
Minimum Qualifications
  • Education: High School diploma or GED.
  • Experience: Four years of relevant experience.
  • Certification/Licenses/Registration: None Required. 
Preferred Qualifications
  • Education: Bachelor degree in Accounting, Business Administration or other appropriate field.
  • Experience: Five years in a Facility Management or other higher education business office environment.  Three years’ experience utilizing SAP and working within the SAP environment.

 

 

 

 

 

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

 3590

CA; CH 



Baylor College of Medicine fosters diversity among its students, trainees, faculty and staff as a prerequisite to accomplishing our institutional mission, and setting standards for excellence in training healthcare providers and biomedical scientists, promoting scientific innovation, and providing patient-centered care. - Diversity, respect, and inclusiveness create an environment that is conducive to academic excellence, and strengthens our institution by increasing talent, encouraging creativity, and ensuring a broader perspective. - Diversity helps position Baylor to reduce disparities in health and healthcare access and to better address the needs of the community we serve. - Baylor is committed to recruiting and retaining outstanding students, trainees, faculty and staff from diverse backgrounds by providing a welcoming, supportive learning environment for all members of the Baylor community.



 

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