Coordinator, Business Operations

Summary

The Division of Neurosurgery is seeking an energetic, well-organized Coordinator, Business Operations to seamlessly coordinate multiple activities for the Cain Laboratories Director, a physician-scientist and prominent neurosurgeon who oversees six top-tier laboratories focused on epilepsy research.

The successful candidate will be able to multi-task, meeting overlapping and often competing deadlines. He or she will manage a complicated schedule and respond promptly to all requests in an every-changing, fast-paced environment. Professionalism, follow-through, and excellent written and verbal communication skills are paramount.

Job Duties

Maintains the Director's Research Calendar

• Enters all new research-related meetings, visits, seminars, interviews, travel, and other events
• Resolves scheduling conflicts quickly and professionally
• Ensures synchronization between the research and clinical calendars by coordinating with the Director’s clinic coordinator to maintain seamless coordination and avoid scheduling conflicts.

Organize Meetings and Other Events

• Schedules weekly lab meetings and other research-related meetings including reserving appropriate rooms well in advance; ordering and setting up refreshments; cleaning up; arranging for AV, as appropriate; etc.
• Schedules regular one-on-one and group faculty meetings with the Cain faculty and the Director.
• Organizes, schedule, and advertise seminars, symposia, and special events including reserving appropriate space (conference rooms, classrooms, auditorium, etc.); arranging for AV, catering, clean-up, and other special needs for each event; advertise as appropriate through departmental emails, listservs, flyers, and posters; prepare other collateral materials as necessary (e.g. agendas, programs)

Coordinates New Cain Faculty Recruiting

• Arranges travel and hotel accommodations
• Creates detailed itineraries including all travel and meeting information
• Schedules one-on-one meetings with the candidate and other faculty as directed
• Schedules trainee luncheons with the candidate
• Coordinates recruitment dinner reservations

Coordinates New Lab Member Recruiting for the Director's Lab

• Similar duties as above

Manages Reimbursements and Honoraria

• Prepares and submit all documentation to ensure prompt reimbursement
• Prepares and submit all documentation to ensure prompt payment of honoraria
• Rigorously follows up to avoid any processing delays
• Drafts Research-Related Correspondence
• Prepares recommendation and reference letters for research-related personnel
• Prepares invitations to seminars, chalk talks, and special events
• Prepares other general correspondence as required

Coordinate Director's Research-Related Travel

• Submits travel request in Concur.
• Books airfare and other travel related bookings.
• Prepares and submits travel reimbursements in Concur.
• Books travel for invited guests.
• Performs other duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• A bachelor's degree (any field) is preferred.
• Proficiency in the Microsoft Office Suite, Including Word and Excel.
• Proficiency in the English language is preferred.
• Excellent written and verbal communication skills are preferred.

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

Requisition ID: 20938