Senior Coordinator, Executive Support - BCM Ventures (90008500)

Baylor College of Medicine

Houston, TX

ID: 7088369 (Ref.No. 9250-en_US)
Posted: November 3, 2021
Application Deadline: Open Until Filled

Job Description

Summary

The Senior Coordinator, Executive Support will provide administrative support to the VP and Chief Ventures Officer (CVO). The position will serve as a primary point of contact for internal and external constituents; therefore, will need to possess the strong ability to communicate effectively, execute tasks, make strategic and timely decisions, and ensure a smooth flow of communication between the BCMV team and its constituents. This position will oversee day-to-day operations of BCMV including calendar management, procurement and travel activities, and office management in an executive setting. 

Job Duties

  • Builds and manages an effective calendar management strategy for BCMV executive including scheduling meetings, prioritizing inquiries and meeting requests, troubleshooting conflicts, and making sound judgement and recommendations to ensure smooth day-to-day engagements. 
  • Provides routine administrative assistance amongst two office spaces. This includes placing supply orders or maintenance requests, overseeing mail collection and package deliveries, invoicing, troubleshooting technical issues, etc. 
  • Initiates purchase orders, shopping carts, invoices and vendor set-ups, and ensures various transactions move through the College’s procurement process in a timely manner. 
  • Manages, coordinates, and arranges domestic and international travel and travel-related activities for the CVO and guests.
  • Prepares expense reports for travel reimbursements and procurement card expenditures.
  • Proactively communicates to the appropriate individuals and ensures follow-through if issues, questions, or discrepancies arise in day-to-day operational or financial tasks. 
  • Assists BCMV’s finance team in reconciliation of invoices, expenses, and reporting of financial transactions for budget purposes.
  • Oversees contract routing process, along with a database housing all executed contracts and related statements of work, amendments, and forms; this includes initiating contract forms, gathering appropriate signatures, delivering contracts to appropriate individuals, and ensuring contracts move through the College’s routing process in a timely manner. 
  • Oversees the coordination of special events including booking conference/board rooms, setting live and remote meetings/events, coordinating agendas, materials and catering, setting-up A/V or any technical capabilities, and arranging credentials for guests, executives, and board members including parking, guest passes, etc. 
  • Manages scheduling of BCMV board room, conference room and additional room reservations either at McGovern campus or main Baylor campus.
  • Evaluates and assists in the development of office policies and procedures for improved work flows and process automation. 

Minimum Qualifications

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

Preferred Qualifications

  • Additional specialized training or some college courses.
  • Bachelor's degree.
  • Seven years administrative experience (experience in an executive setting preferred).
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Zoom.
  • SAP experience.
  • Concur experience.

 

 

 

 

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

 9250

CA 



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.