Summary

The School of Medicine at Baylor College of Medicine is seeking a highly organized and detail-oriented Senior Coordinator to provide comprehensive administrative support to the Vice Dean of Education. This pivotal role involves managing a wide range of executive-level tasks, including complex calendar management, coordinating meetings and travel, handling confidential information, and serving as a key point of contact between the Vice Dean and internal/external stakeholders. This position also provides administrative support to the Senior Manager and Curriculum Deans.

The ideal candidate must demonstrate a high degree of flexibility in accepting work assignments with the ability to effectively prioritize tasks, understand processes, and resolve issues. The Senior Coordinator should be proactive, with a desire to ensure that department goals and objectives are achieved along with possessing strong project management skills, including the ability to prioritize tasks in a fast-paced. This role requires a high level of discretion, professionalism, and the ability to anticipate the needs of the Vice Dean to ensure the effective management of priorities and deadlines.

Job Duties

• Manages and coordinates the Vice Dean's complex schedule, including prioritizing and scheduling meetings, appointments, and events.
• Proactively resolves scheduling conflicts and ensures the Vice Dean is well-prepared for all engagements.
• Organizes and facilitates meetings, including preparing agendas, gathering necessary materials, and ensuring follow-up on action items.
• Arranges all aspects of the Vice Dean’s travel, including booking flights, accommodations, and transportation.
• Prepares detailed itineraries and manage travel-related expenses and reimbursements.
• Drafts, reviews, and manages correspondence, emails, reports, and presentations, ensuring accuracy and professionalism.
• Handles sensitive and confidential information with the utmost discretion.
• Ensures that all communications and documents are maintained with appropriate levels of confidentiality.
• Assists with the preparation and organization of reports, presentations, and departmental documents.
• Processes all reimbursements for expenses and travel in Concur for division faculty.
• Minute-taking and record keeping for faculty meetings/events.
• Performs other job-related duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Bachelor's Degree.
• Minimum of one year experience using Concur SAP.
• Advanced knowledge of operational, functional, and/or business systems and practices; theory is learned through experience or education.
• Ability to communicate in a professional manner with college administrators, faculty, executives, staff and visiting guests.