Coordinator, Business Operations

Summary

The Department of Surgery is offering a highly motivated and competent professional the opportunity to serve as a Coordinator in a team-based clinical office setting with primary responsibilities for providing administrative support to clinical faculty and the clinical operations. The administrative support to faculty includes credentialing, faculty onboarding, document and presentation preparation, assisting with travel and expense reporting, and academic functions. The administrative support for clinical operations includes scheduling daily activities, phone assignments, routing of calls and information gathering and distribution, and assisting with the recruitment and onboarding of faculty. The position requires a person able to perform well within a team environment and with a willingness to assist a team member when needed.

Job Duties

Provides administrative coordination to assigned faculty, resident trainees and administration staff to include:

50% - Administrative Coordination and Support

• Awards Letters from Faculty on letterhead.
• Manages Flu Attestations.
• Creates TMB/DEA (reminders sent to Faculty home address).
• Manages Epic Reports for productivity.
• Purchases, including preparation and processing of purchase orders.
• Parking.
• Makes Travel Arrangements, Travel / Expense Reporting in Concur.
• CME Balances.
• Prepares meeting agendas.
• Obtains necessary signatures on vital documents and delivers to appropriate personnel.
• Orders office supplies, files, faxes, types correspondence for faculty.
• Manages conference rooms, assists in planning and organizing special events within the department or with other facility department coordinators.
• Supports multiple functions in the clinical scheduling software (e.g., QGenda).
• Collaborates with lead faculty schedulers for implementing best practice in the scheduling software, to enable timely and useful reporting from the application.
• Composes formal and informal correspondence including, but not limited to, creating and formatting presentations.
• Manages calendar scheduling and maintenance.
• Provides additional mission-related support to faculty members as needed.

30% - Credentialing Support

• Provides credentialing support of new faculty providers.
• Responsible for assigned faculty by coordinating, monitoring and maintaining up to date recredentialing re-appointments in the department.
• Prepares credentialing file for completion and presentation for Medical Staff Services Committee.
• Generates case logs.
• Provides re-appointment support in file completion within time period allotted.
• Replies to inquiries from providers or affiliated Hospitals and Medical Staff Services departments.
• Coordinates with internal and external staff in resolving credentialing issues that may arise.
• Ensures all credentialing documents are uploaded to BCM Box or OneNote file sharing.

10% - Faculty Recruitment and Onboarding

• Assists in the coordination of new department and divisional medical staff recruitment.
• Coordinates appointments for interviewees with interviewing faculty.
• Prepares Interview file for the interviewing faculty.
• Prepares interview agendas, downloads completed faculty evaluations and hiring report.
• Coordinates luncheon interviews with faculty and makes reservations at the restaurant.
• Escorts the interviewer to and from other BCM campus offices.

10% - Academic

• Assists faculty by pulling articles when working on book chapters or publishing articles.
• Maintains resource files for medical students.
• Generates a schedule for 2 and 4 week rotating medical students.
• Assists faculty or students with requests.
• Maintains quarterly aRVU reporting.

Minimum Qualifications

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

Preferred Qualifications

• Bachelor's degree.
• Proficiency in Microsoft Word, PowerPoint, and Excel .Epic EHR, Citrix Portal, HIM and OpenTempo or QGenda (or similar clinical scheduling software) strongly preferred.
• Communications and writing experience.
• Working in an academic medicine environment.

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.

13847

CA; CH