Division: Office of Educational Affairs

Work Arrangement: Hybrid

Location: Houston, TX

Salary Range : $54,950 - $63,723

FLSA Status: Nonexempt

Summary

The primary role entails serving as the Senior Coordinator of the Office of Education Affairs (OEA) and reporting directly to the Business Operations Lead. Responsibilities include overseeing and coordinating the Event Manager reservation system for different Educational Spaces. Additionally, the position involves processing requests for student and trainee research visitors to Baylor College of Medicine under the guidance of the Vice President of Education Affairs.

Furthermore, the Senior Coordinator is tasked with coordinating various OEA contract requests, which encompasses managing vendor communications, creating requisitions, and processing purchase orders and goods receipts. This collaborative effort is conducted in conjunction with the division's buyer. Moreover, the role involves the coordination of day-to-day operations for the OEA office.

Job Duties

• Develops and implements methods and procedures through the Event Manager system to efficiently allocate Education space for schools and education programs.
• Approves and oversees space and calendar requests for all Education space, ensuring a seamless process.
• Effectively communicates reservation information and procedures to the user community.
• Conducts regular inspections to ensure proper use and maintenance of education space and shared department equipment. Facilitate service calls and provide additional support to faculty members when necessary.
• Maintains a comprehensive database of Education space, collaborating with IT for system maintenance and enhancements.
• Analyzes space allocation data, making informed recommendations and serving as the initial point of contact for space utilization conflicts.
• Acts as the primary contact for construction/maintenance projects managed by Facilities, particularly when renovations or new space allocations impact Education. Review records and reports to ensure progress towards project objectives.
• Assists in the review of requests for student and trainee visitors to Baylor College of Medicine for research training under the direct supervision of the Vice President of Education Affairs.
• Collaborates with coordinators from other departments to reconcile monthly budget expenditures and providing training to new hires on the operational functions and responsibilities within the division.
• Generates formal and informal correspondence, including the creation and formatting of presentations.
• Coordinates OEA contracts requests, managing vendor communications, creating requisitions, and processing purchase orders and goods receipts in collaboration with the division's assigned buyer.
• Manages the data processing for monthly budget forecasting utilizing the Workday Adaptive tool.
• Processes Division's purchasing requests and Concur payments using the BCM BLU Card.

• Oversees financial activity by compiling, thoroughly reviewing, and reconciling financial accounts.
• Coordinates departmental meetings, events, retreats, and other functions as needed.
• Performs additional job-related duties as assigned by the manager.

Minimum Qualifications

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

Preferred Qualifications

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

Requisition ID: 19502