Senior Coordinator, Executive Support

Division: Global Programs

Work Arrangement: Onsite only

Location: Houston, TX

Salary Range: $60,995 - $70,733

FLSA Status: Nonexempt

Work Schedule: Monday - Friday, 8 a.m. - 5 p.m.

Summary

The Baylor College of Medicine Global Programs department is seeking a Senior Coordinator, Executive Support to provide advanced support to BCM executives at the Chair, Dean, Vice President level and above.

This position may offer the flexibility of a hybrid work arrangement due to international scope and time zones.

Job Duties

• Acts as a Skilled partner ("right hand") for advanced support to the VP and Senior Associate Dean of Global Programs at Baylor College of Medicine coordinating, planning, and supporting the daily operational and administrative functions of Global Programs
• Manages calendars and schedules with domestic and international partners (across time zones), coordinates domestic and international travel, assists with PowerPoints and presentations, letters of recommendation, Board minutes, research reports.
• Liases with domestic and international stakeholders including faculty, students, Board of Trustees, government relations, Institutional Advancement, the President's Office and other VPs and Deans at Baylor College of Medicine and our global partners (Texas Children's Hospital, Rice University) to build and maintain relationships.
• Oversees department budget and grant/foundation budget and expenditure tracking, including monthly reports.
• Assists with financials and paperwork for pre and post-award grants (government and foundation).
• Works with marketing and communications to organize and host conferences and symposia and promote the program.
• Schedules and implements domestic and international travel including ticketing, flights, expense coordination, etc.
• Coordinates calendars, for live and virtual meetings, across time zones (given the international nature of program). Sends reminders and participates when required.
• Functions effective as chief of staff (operations) for the overall program coordinating events (social and team building as well as academic and business), environment and workspace (contractors, supplies, telecom, etc.); process POs and corporate card expenses for PI and self; prepare/submit purchase orders.
• Tracks departmental budget and grant budgets, works with the Administrator, PI and research team; works with administrator to reconcile account balances monthly.
• Pre and post award support of budgets and paperwork for NIH and Foundation grants.
• Coordinates trips and visits by international delegations.
• Assists with coordination of international site visits and event planning.
• Pre-award responsibilities include coordinating and overseeing the processing and submitting the of the department's grant proposal applications (BRAIN, ASSIST, etc.), pre-submission approval requests to exceeds $500K in direct costs, gathering pre-award documents for subawards/subcontracts and will draft budgets/budget justifications, and work with PI to finalize; Post-award responsibilities include annual NIH Research Performance Progress Reports, no-cost extension requests, submitting NIH prior approval change requests, setting up subawards in Subaward Management System, assist PI with processing subaward invoices, update/monitor PI and staff cost/effort allocations in PEPT, and complete pre-review of effort certification.
• Performs other duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Bachelor's degree.
• 6 years of relevant work experience.
• Experience as executive support at C-Suite Level.
• Experience with international meetings, travel and relationships and cultural competence.
• International relational skills and cultural competency/professionalism Coordination and scheduling across time zones.
• Experience assisting with grants and philanthropic proposals.

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

Requisition ID: 20310