Summary

The Section of Pediatrics - Psychology at Baylor College of Medicine is looking to hire a Coordinator, Business Operations.

As a Coordinator, Business Operations, you will provide support to the department by processing purchase orders, managing travel, maintaining calendars, and composing correspondence and partnership with Psychology clinical faculty and staff, the Manager of Business Operations, and other Psychology leadership. The successful candidate will be able to differentiate between BCM and TCH processes as needed to support Psychology as a division of Pediatrics. The successful candidate will take a detail and customer service-oriented approach to day to day tasks.

This is not a remote position; the candidate is expected to work onsite.

Job Duties

• Manages all items related to Concur, including expenses and PTA creation and closure:
  • Tracks all expenditures utilizing the FY23 tracking spreadsheets.
  • Remains up to date on expenditure policy and procedure and when requested or necessary, responds to faculty inquiries. 
  • Maintains communication with faculty regarding expenditures, including reminders on remaining allotment. Partners with Division Administrator for expense requests that fall outside the approved list.
• 1:1 support:
  • Supports the Clinic Chief as needed. May include calendaring, scheduling needs, and some other duties as assigned.
  • Supports the Neuropsychology Program Director as needed. 
• Partners with leadership on recruitment efforts: Division Administrator for BCM faculty and staff recruitment efforts and the Practice Administrator for TCH faculty and staff efforts:
  • Schedules candidate interviews including initial virtual or in person interviews. 
  • Schedules job talk and partners with our CE coordinator as needed.
• Partners with Division Administrator for BCM faculty and staff onboarding efforts:
  • Handles TCH onboarding pieces.
  • Ensures onsite needs of new hires are supported.
• Handles daily requests, which may include tech or supply-related questions, as well as Facilities and other maintenance-related issues such lighting, air/ventilation, plumbing, etc.
  • Orders, organizes and audits supplies:
  • Manages the office supply order process, including placing orders using the SRM system, ensuring items are delivered, unpacking and organizing items in the storage closet, and maintaining regular audits to know which items are running low/which items we have a surplus on. 
  • Orders and audits clinic PPE using TCH ordering system Voyager.
• Mail:
  • Picks up mail from WT19 main Pediatrics office and distributing to appropriate mailbox in MWT16 mail room.
  • Sends mail using BCM FedEx system or interoffice mail.
• Psychology contact list(s), email distribution list(s) and website:
  • Maintains internal Psychology contact list, directory, and contact list(s) in accordance to staffing changes.
  • Maintains Psychology website.
• Provides support for Psychology Inclusivity Initiatives:
  • Partners with Dr. Duran on DEI Initiatives. 
  • Partners with Dr. Ashley Butler, Co-Chair for Psychology's Racial Equity and Inclusion for Black Youth (REIBY) to support book club, affinity meetings, and quarterly newsletter efforts. 
  • Partners with CODI team on special projects.
• Psychology Pedi Press:
  • Gathers data to send to Pedi Press.
  • Sends the same or similar template to Psychology Division Chief in alignment with Psychology Division Quarterly. 
• Meeting coordination and conference room setup:
  • Assists certain in-person conferences/meetings utilizing room 74 conference room, which may include partnership with AV.
  • Finds available conference room on other floors of MWT if needed.
• Partners with Division Administrator on upcoming projects:
  • Maintains internal "Psychology Newsletter" to display and announce Psychology-based achievements/publications/grants/awards etc.
  • Investigates and helps coordinate free/affordable opportunities for admin team building/fun activities.

Minimum Qualifications

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

Preferred Qualifications

• A relevant bachelor's degree may be considered in lieu of experience.
• Experience with Microsoft Teams and Concur.