Senior Coordinator, Business Operations - Medicine - Immunology, Allergy & Rheumatology

Baylor College of Medicine

Houston, TX

ID: 7087913 (Ref.No. 9118-en_US)
Posted: October 26, 2021
Application Deadline: Open Until Filled

Job Description


The Department of Medicine – Section of Immunology, Allergy & Rheumatology is seeking a competent, reliable and enthusiastic Business Operations Coordinator to assist with day to day administrative activities related to conducting research and clinical functions of two clinical practices located at the Baylor St. Luke's Medical Center - McNair Campus. Clinical support includes the Rheumatology and Allergy Clinics. The Coordinator, under the supervision of the Business Operations Manager will also serve as the assistant to the Section Chief. The selected Coordinator will be an enthusiastic, detail-oriented individual. Candidate must possess a proactive, team-oriented attitude with a strong work ethic and excellent multi-task and organizational skills. The Section of Immunology, Allergy & Rheumatology's Research Infrastructure in consistently increasing and this position will be instrumental in assisting both of the health care and research managements of this group. 

Job Duties

  • Submits position requests/requisitions in SuccessFactors which include to process new hires to include replacement and temporary positions.
  • Works with SuccessFactor's onboarding process to assist in handling new employees and submit personnel updates, such as terminations, fte or title changes.
  • Works with the International Services office on all issues related to foreign working visas for current and prospective/new employees. Requires the ability to adhere to various deadlines regarding visa processing. 
  • Schedules ZOOM meetings with recruitment and coordinates with itinerary times and drafts/sends agendas for recruitment of faculty.
  • Coordinates with incoming faculty for the processing of appointments for new faculty and submits all appointment documents to our department HR Director. 
  • Coordinates and collect documents to create a packet for privileges to Baylor MedCare, Texas Children's Hospital, Harris Health System and newly added hospital - Baylor St. Luke's Hospital. 
  • Assists with order processing for research faculty, and work as a liasion for research faculty personnel and BCM purchasing department.
  • Coordinates and schedules of bi monthly faculty meetings, weekly Didactics meetings, clinical monthly faculty and staff meetings and other functions such as speaker seminars for the BIC seminar series.
  • Pulls Press Ganey reports for our clinical providers to update on patient care experience and assists in reviewing Cube data for the monthly productivity reports to include EPIC reporting that includes no show, cancellation volume.
  • Pulls reports of pending encumbrances and blocked invoices that result from ordering of purchases for the section.
  • Coordinates with endusers to satisfy the requirement as required by the accounts payable personnel to ensure proper delivery and payment of services as requested by all section endusers and principal investigators for research grants.
  • Serves as the assistant to the Section Chief in coordinating and maintaining their calendar as well as coordinates with section administrator's calendar needs.
  • Manages all postdoc appointments and reappointment for new postdoctoral employees and annual renewal of their reappointments through BCM's postdoc appointment system.
  • Manages special projects for the section of IAR, including the update and management of the section website.
  • Serves as main contact for QGenda System maintaining and coordination of faculty time off and updating QGenda Schedule to reflect all four hospital rounding schedules for eight clinical providers.
  • Serves as the main contact for Patient Relation Services department in handling and communicating outcomes of patient related complaints and update in RL6 system.

Minimum Qualifications

  • High School diploma or GED.
  • Four years of relevant experience.

Preferred Qualifications

  • Basic and clinical Research Administration experience is a plus, but not required.
  • Outpatient hospital administration experience preferred, but not required.
  • Bachelors in Business or other business management degree is preferred. Knowledge and/or background in using SAP, Concur and BRAIN.
  • Clinical Administration will be key for this position to assist with management of two clinical practices which include the Rheumatology and Allergy clinics for Baylor Medicine. With this clinical administration, familiarity with the use of EMR EPIC system is preferred.


  • Strong interpersonal skills.
  • Efficient in Microsoft Office applications, such as WORD, EXCEL, PPT, etc.
  • Strong work ethic.
  • Principles in the understanding of expectations, self-motivation and diligence in providing results.
  • Reliability and responsibility of understanding of this role to the section as there are only two administrative personnel that assist this section.
  • Thinking outside the Box mentality.
  • Team player and coordinates well with guidance from the section administrator whom this position directly reports to.





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



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.