Senior Coordinator, Academic Services

Baylor College of Medicine

Houston, TX

ID: 7116252 (Ref.No. 13756-en_US)
Posted: November 17, 2022
Application Deadline: Open Until Filled

Job Description


The Houston, TX based Senior Coordinator, Academic Services is a specialized integrated position with responsibilities to provide office support for the Office of Student Financial Aid & Office of the Registrar for BCM Temple students.  Related to Financial Aid, the Senior Coordinator is responsible for providing counseling and advising students on the various financial aid programs, and processing of federal and institutional financial aid programs. Related to the Registrar’s Office, the Coordinator is responsible for providing support to students related to processing registration for courses (e.g. electives, cores, etc.), grade entry, visiting student support, and general office inquiries.


This position will primarily work in Houston, Texas with some occasional travel to Temple, Texas.

Job Duties


Student Services

  • Assists IES on-site team member at BCM-Temple with centralized services provided to BCM-Temple students related to financial aid awarding and Registrar’s Office forms.
  • Processes forms requested from BCM-Temple students (e.g. enrollment verification, transcripts, degree verifications, etc.)
  • Provides registration support for BCM-Temple students related to cores and electives. 
  • Liaises with staff at branch campus to assist with student questions and escalate to units as needed.
  • Enters data into the student information system (e.g. grades, manual registration, late adds/drops, etc.)
  • Provides registration support for BCM-Temple students related to cores and electives. 
  • Provides financial aid support for BCM-Temple students related to awarding, disbursing, and reconciling financial aid.
  • Assists with scholarships awarding, disbursing, and tracking.
  • Assists with registration set up and collecting course offering information for elective courses.
  • Processes financial aid applications and quality checks as needed.
  • Awards and adjust financial aid in accordance with federal regulations and institutional policy for BCM-Temple students.
  • Performs Return to Title IV (R2T4) calculations as mandated by the United States Department of Education for BCM-Temple students.
  • Adheres to institutional, state, and federal financial aid awarding policies.
  • Completes tasks assigned based on job description with cross training in an integrated model.
  • Processes visiting students assigned to the Temple campus.



  • Adheres to institutional, state, and federal policies (e.g. FERPA, GLBA, BCM policies).
  • Assists in accreditation data requests and other reporting needs.
  • Participates in internal audit for compliance purposes and accreditations (e.g. LCME and SACSCOC).


General Office Support

  • Identifies and implement automated procedures in alignment with best practices.
  • Updates Policy and Procedures Manual and Operations Manual to reflect expansion to BCM-Temple.
  • Develops integrated operations manual for OIES.
  • Reviews the Financial Aid Campus Works Close Out Report to identify gaps in processes, opportunities and roadmap for implementation.
  • Participates in the development of the operational calendar.
  • Participates in professional development opportunities related to IES, individual units, or teambuilding.
  • Provides backup support to BCM-Temple in answering phone calls.
  • Assists with updates to the Policy and Procedures Manual and Operations Manual to reflect expansion to BCM-Temple.
  • Utilizes communication tools via zoom and MS Teams to facilitate communication and cross training with BCM-Temple.
  • Reviews documentation annually for accuracy and alignment (e.g. FAQs, Operational Calendar, Deadlines, etc.).
  • Communicates with stakeholders and OIES staff via email and copy the department as appropriate.
  • Utilizes MS Teams for announcements to units.
  • Hosts and attends webinars for major updates (e.g. new functionality, new regulatory requirements, and new processes with CAMS).
  • Attends regular meetings with the OIES team to remain abreast of office status and updates that may impact students or work functions.

Minimum Qualifications

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

Preferred Qualifications

  • Experience in project management flow in addition to regular work.
  • Proficiency in Excel.
  • Prior experience working in higher education.
  • Prior experience with registrar work and financial aid.



Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.


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.