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Business Operations Associate - Executive Operation Support for Space Medicine Center Director

Employer
Baylor College of Medicine
Location
Texas, United States
Salary
Salary Not Specified
Start date
Jun 21, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Executive, Executive Directors
Employment Level
Executive
Employment Type
Full Time
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Summary

The Center for Space Medicine (CSM) at Baylor College of Medicine (BCM) seeks a full-time Business Operations Associate to perform operations support of the BCM education and research missions. The individual will be a direct report to the Administrator of CSM, who works closely with the Center Director in leading the center. The individual will have a diverse portfolio of activities, including support of the Center Director in his role as Chair of the Board of Directors of the NASA-funded Translational Research Institute for Space Health (TRISH). The candidate will have experience assisting senior academic, corporate and/or government leaders, and carry out his/her duties and responsibilities with expertise and professionalism.

Current BCM employees eligible to transfer are encouraged to apply.

Job Duties

70% Operations in the Office of the Director:
• Oversee the daily operations of the Center and implement changes and process improvements for optimal efficiency and effectiveness in coordination with the Director and Administrator.
• Oversee and assist Director with academic appointments and promotions. Initiate formal correspondence to internal and external entities ensuring that all requests and requirements are appropriate and are aligned with policies/procedures.
• Primary liaison between Faculty Affairs, Office of the Provost, Office of the Registrar, and students.
• Liaise with TRISH Communications and Education Office to facilitate bidirectional promulgation of information regarding funding and educational opportunities and events.
• Assist Administrator with hiring of faculty/staff, onboarding, and terminations. Maintain HR records and ensure compliance with all federal regulations and college business practices.
• Assist CSM Director with faculty and student interface. Source, engage, and coordinate faculty lectures ensuring alignment with course content and student interest.
• Assist in managing resources, compliance and financial aspects of the Center. Be able to conduct analyses and generate analytical reports in support of the BCM education and research missions.
• Prepare monthly financial reports from SAP, verifying financial data, running analysis, and consolidating financial figures into standard reports. Assist in preparing annual budget and monthly fiscal forecast.
• Develop, recommend and implement necessary process improvements and changes. Responsible for purchasing management and inventory management.
• Participate as a valued member of the CSM and TRISH staff.

10% Course/Pathway Coordinator:
• Serve as the Pathway Coordinator for the Space Medicine Pathway at BCM.
• Serve as the Course Coordinator for medical student electives in space medicine.
• Coordinate the documentation and maintenance of workflows, processes, and procedures as prescribed by the Office of the Provost.
• Ensure proper documentation and filing of all work products.
• Attend all Course/Pathway Coordinator meetings and disseminate information and initiate actions when appropriate.

10% Administrative Support:
• Update and maintain the CSM website in compliance with BCM standards.
• Manage logistics involving CSM faculty and staff, including correspondence and meeting notes.
• Support Director in TRISH Board of Director Activities.
• Manage Center Director travel and reimbursements.

10% Special Projects:
• Other duties and responsibilities at the discretion of the Center Director and Administrator.

Minimum Qualifications
  • Bachelor's degree in a related field.
  • Two years of relevant experience.


Preferred Qualifications

• Familiarity with the complexities of running an academic department or center
• Experience as an executive administrative assistant or equivalent
• Evidence of innovative methods or processes developed to improve business operations at the executive level
• Participation as research staff on large federally-funded scientific projects
• Experience coordinating academic courses for credit in a university or medical school
• Interest in human space exploration, research and education

Characteristics:

• Energetic self-motivated worker who is superior in intellect and interpersonal skills
• Strong organizational and problem solving abilities
• Articulate professional who has excellent verbal and written communication skills
• Ability to quickly and accurately convey information and respond to questions
• Desire to work effectively within a diverse team as well as independently

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

7475

CA; CH

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