Summary

The Division of Pediatrics Tropical Medicine and National School of Tropical Medicine at Baylor College of Medicine are currently seeking to hire a Senior Coordinator, Executive Support to join the team. The Senior Coordinator, Executive Support will support and assist the deans and division heads, administrators, faculty and support staff or project director/managers in a variety of strategic, administrative, logistical and organizational duties. The purpose of this position is to oversee day-to-day administrative and business operations for the section and school.

Job Duties

• Coordinates the day to day business and financial processes.
• Process personnel related transactions in SuccessFactors. 
• Schedules interviews on behalf of the executive team. 
• Manages faculty reappointments and renewals. 
• Compile data or documentation.
• Monitors financial activity by compiling, reviewing, and reconciling financial accounts.
• Reviews expenditures from fund sources to verify accuracy, need, and compliance.
• May assist with credentialing and onboarding faculty and staff.
• Coordinates department meetings, events, retreats, and other functions.
• May provide additional support to department leadership as needed.

Department/Functional area specific tasks and responsibilities associated with this position are as follows:

• Places orders for office supply, dry-ice requests, coffee, computers, and other lab supplies as needed.
• Works on encumbrance clearings and blocked invoices.
• Places work orders for services and telecom issues. 
• Creates shipping labels for outgoing shipments and calls for pick-up.
• Arranges and reimburses travel for section faculty and lab staff employees.
• Serves as the liaison to assist in streamlining executive's activities/projects within the different offices of BCM and other professional organizations.
• Assists in the preparations of meeting/visitor agendas and compiles meeting minutes.
• Oversees credentialing, licensing, and membership renewals.
• Assists in the visa submission process for visitors and new employees.
• Processes key requests for TCH location and submits phone set up requests for new employees.
• Escorts visitors and new employees to and from Tropical Medicine labs and offices.
• Processing parking validation for visitors and collaborators.

Minimum Qualifications

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

Preferred Qualifications

• Bachelor's degree in business or administration.
• Knowledge of academic administration.
• Experience in supporting high-level faculty.