Senior Coordinator, Business Operations

Baylor College of Medicine

Houston, TX

ID: 7135929 (Ref.No. 15202-en_US)
Posted: March 24, 2023
Application Deadline: Open Until Filled

Job Description

Summary

The Senior Coordinator, Business Operations provides administrative support for the Office of Advancement Senior Executive Director, Foundation Relations, Corporate Relations, and Gift and Estate Planning. This includes leaders from each respective team. This person reports directly to Business Operations Manager and will also provide high level business operational support for the department including but not limited to finance and business process support for the designated teams. This person will provide support for one of the most robust fundraising groups on our team.

Job Duties

  • Drafts documents/communications and prepares reports and presentations that will be shared with high wealth donors. 
  • Schedules meetings and manages calendars and events. Coordinates with other ELT members support staff when necessary for meeting coordination.
  • Makes travel arrangements.  Reconciles travel expenses, and general reimbursement requests.
  • Enters information into donor database on behalf of Andrea Calo and the group that she manages.  Information such as actions and looks up donor information in the database.  
  • Provides Senior Executive Director with donor and fundraising support in partnership with data analytics team.
  • Provides fundraising support for Senior Executive Director, including but not limited to working directly with high wealth donors as well as coordinating with the office of research on Foundation and Corporate Relations. 
  • Assists in updating and developing various collateral materials.
  • Schedules interviews on behalf of hiring manager. Interviews candidate and cross-program committee members. Manages department on-boarding process for respective programs.
  • Provides coordination of program financial processes, including fund transfers from donor related funds to support donor related expenses (example: annual McNair symposium related funding/expenses).
  • Drafts letters to donors on behalf of Senior Executive Director and other leaders within the team.
  • Coordinates with other ELT members support staff when necessary for scheduling meetings and donor visits.
  • Manages calendars including meeting changes as needed.  Assists in prioritizing meetings and adjusting as needed.
  • Works around semi-complex challenges as it relates to supporting Senior Executive Director and three distinct teams
  • Uses vast support experience to anticipate the needs of Senior Executive Director.
  • Making necessary travel arrangement (nationally and internationally), along with coordinating meetings during travel with outside parties  including briefing documents and travel itinerary that will be used internally and externally.
  • Will be responsible for entering donor engagement information into our donor database, NXT.  Possibly pulling donor contact information or other data from the system.
  • Compiles high-level donor reports using various systems including but not limited to NXT, SAP, Brain, Foundations Directory, etc. which include various donor fund related financial activities (funds received and itemized spend).
  • Coordinates with program leadership on the distribution of annual endowment reports to high-level donors.
  • Coordinates department/program meetings and retreats. 

 

  • Will work on special events related foundation/corporate visits which will include:

          *Coordinating walking/driving tours of the campus and medical center.
          * Scheduling lab tours.
          * Making lodging arrangements for outside guests. 
          * Making small dinner party arrangements.
      
 

 

Minimum Qualifications

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

Preferred Qualifications

  • Education in communications, or other related field.
  • Four or more years supporting executive level staff.
  • Experience working in the fundraising field and fundraising databases preferred.
  • Strong written and verbal communication skills as this role will require a lot of internal/external communications.
  • Ability to exhibit good judgment when handling sensitive donor information.
     

 

 

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.

 15202

CH 



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.