Job Description

Summary

The Division of Diabetes & Endocrinology at Baylor College of Medicine is seeking a highly organized and proactive Coordinator, Business Operations to support the day-to-day administrative needs of the division. This role requires exceptional communication skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Job Duties

Administrative and Faculty Support

• Provides administrative support to faculty members, including assistance with credentialing activities, faculty reappointments, and curriculum vitae (CV) updates.
• Prepares and distributes professional correspondence, memoranda, reports, presentations, and spreadsheets.
• Serves as a resource for faculty, staff, trainees, and external stakeholders regarding administrative processes.
• Processes travel requests and expense reimbursements through Concur in accordance with Baylor College of Medicine and division policies.
• Supports the Department Administrator with timekeeping activities, monthly reconciliation processes, and other financial or administrative tasks as assigned.

Scheduling and Calendar Management

• Coordinates the creation, maintenance, and distribution of on-call schedules and monthly provider and trainee rotation calendars.
• Serves as the primary point of contact for escalated scheduling and rotation issues, investigating concerns and recommending appropriate resolutions.
• Manages and maintain QGenda scheduling systems to ensure accuracy, compliance, and operational efficiency.
• Acts as a subject matter expert for Qgenda and participate in the development, implementation, and continuous improvement of related policies and procedures.

Clinical Observer Program Administration

• Manages the Division's Clinical Observer Program, ensuring compliance with institutional requirements and policies.
• Advises faculty and observers regarding program guidelines, documentation requirements, and approval processes.
• Maintain tracking systems and records for all observer rotations and program participation.

Other Duties as Assigned

• Assists with special projects, strategic initiatives, meetings, and divisional events.
• Coordinates logistics, timelines, materials, and communications for assigned projects and activities.
• Supports leadership with project implementation and follow-through on operational initiatives.
• Demonstrates flexibility in supporting evolving departmental and divisional priorities.

Minimum Qualifications

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

Preferred Qualifications

• Strong technical skills in Microsoft word, excel, ppt
• Strong organizational and time management skills, with the ability to handle multiple tasks and priorities.
• Ability to work independently and as part of a collaborative team
• Organized, self-motivated, team player, works well under pressure, multitasking. Ability to analyze issues, identify solutions, and implement process improvements.

Work Authorization Requirement:

This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

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