Coordinator, Business Operations

$44,948 - $52,500/Yr

Baylor College of Medicine - Houston, TX

Full-time

Houston, TX

Educational Services

About the position

The Department of Dermatology at Baylor College of Medicine is seeking a highly motivated and competent administrative professional to serve as the Coordinator of Business Operations. This role is essential in a team-based clinical office setting, where the primary responsibilities include providing comprehensive administrative support to faculty, administration, education programs, and the research mission of the department. The Coordinator will be the initial point of contact for incoming phone calls, mail, faxes, and visitors, ensuring a welcoming and efficient environment for all stakeholders. In this position, the Coordinator will support ten faculty members with various administrative tasks, including correspondence, presentations, and letters of support. The role also involves managing travel and expense reports using Concur, preparing meeting agendas, taking notes, and documenting discussions for assigned committees. Additionally, the Coordinator will assist with purchasing needs for the clinic and administrative offices, manage conference room bookings, and help plan and organize special events. The ability to work well within a team and assist colleagues as needed is crucial for success in this role. The Coordinator will also play a vital role in education and academic support by assisting faculty with scholarly activities, generating rosters for medical students, coordinating elective rotation evaluations, and managing the master rotation calendar for visiting medical students. Credentialing support is another key aspect of this position, where the Coordinator will assist faculty with initial and renewal applications, maintain credentialing documentation, and resolve any credentialing issues that may arise. Furthermore, the Coordinator will provide research support by ordering supplies, composing research correspondence, and managing social media content for the department. This multifaceted role requires a proactive individual who can handle various tasks efficiently and effectively in a fast-paced environment.

Responsibilities

• Supports 10 faculty members with correspondence, presentations, letters of support, and other administrative tasks.
• Assists with purchasing including ordering clinic supplies, managing requisitions and purchase orders.
• Manages travel and expense reports in Concur.
• Prepares meeting agendas, takes notes, and documents meeting discussions for assigned committees.
• Manages conference room and educational calendars and assists with booking meetings as needed.
• Assists with planning and organizing special events.
• Responsible for answering phones, greeting visitors, delivering mail, and ordering office supplies.
• Provides additional mission-related support to administration and faculty as needed.
• Assists faculty with scholarly activity, including publication articles.
• Generates rosters for medical students and other rotating trainees.
• Assists with elective rotation evaluations.
• Coordinates visiting student schedules and maintains the master rotation calendar.
• Assists teaching faculty and trainees with requests, as needed.
• Coordinates medical student rotations for dermatology.
• Coordinates visiting medical students from outside BCM and manages all department calendars, including education.
• Provides credentialing support for faculty by assisting with initial and renewal applications.
• Prepares credentialing files for submission to the affiliated hospitals.
• Maintains master credentialing list of credentialing deadlines and files of all current credentialing documentation.
• Coordinates with internal and external staff in resolving any credentialing issues which may arise.
• Orders supplies and equipment as needed for research activities.
• Composes and types research correspondence and other documentation.
• Assists the Director of the Skin of Color Clinic with needed correspondence, purchasing needs, and scheduling as needed.
• Assists with scheduling of special events and outreach as requested, maintaining a master calendar of special events and outreach as directed.
• Acts as the communications coordinator for the department, including the development of newsletters, marketing materials, and social media content.
• Manages social media posts and platforms.
• Provides support for research activities for the department, including coordination of clinical studies.

Requirements

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

Nice-to-haves

• Associate or Bachelor's Degree.
• Higher education and/or administrative/office management experience.
• Ability to prioritize tasks and work well within a diverse team.
• Good organizational skills.
• Quick learner.
• Ability to multi-task.
• Work in a fast-paced environment.
• Maintain composure under pressure.