Summary

The Business Operations Coordinator provides comprehensive administrative and operational support for the Section of Hematology/Oncology, ensuring the smooth functioning of faculty, research, and clinical activities across multiple locations, including the Michael E. DeBakey VA Medical Center (MEDVAMC), Harris Health, and Baylor College of Medicine (BCM) Main Campus. This role serves as a critical point of contact for faculty, staff, trainees, and students, handling a broad range of responsibilities, including administrative support, event coordination, purchasing, scheduling, and communication management.

Job Duties

Administrative Support & Office Management
• Provides high-level administrative support to the Section Chief and Section Administrator as requested. Prepare memos, general correspondence, spreadsheets, and power point presentations, as needed.
• Organizes meetings, prepares agendas, and takes meeting minutes and action items as requested by the Section Chief and Section Administrator.
• Answers phones, route calls, takes messages, greets and escorts department visitors.
• Manages incoming and outgoing mail, shipping, and document filing.
• Orders and maintain office supplies, creates purchase orders (POs), and processes shopping carts in SRM for general office and lab coat needs.
• Submits work orders for research labs and coordinate service calls for shared equipment.
• Performs other job-related duties as assigned.

Faculty & Staff Support
• Provides administrative support to the faculty assigned to you. Prepares memos, general correspondence, spreadsheets, and power point presentations, as needed.
• Assists with faculty and staff recruitment, including interview scheduling and onboarding.
• Manages travel arrangements, including domestic and international travel, and processes reimbursements in Concur and SAP.
• Submits and tracks expense reimbursements and professional development funds for visitors and assigned faculty.
• Maintains licenses, memberships, expiration notifications, and renewals for assigned faculty.
• Pulls and maintains journal articles and prepares and maintains CVs as requested.

Scheduling & Web Management
• Manages faculty and departmental calendars.
• Coordinates website content management, including submitting changes and updates.

Event Coordination & Communications
• Plans and coordinates section events, including social and academic gatherings, section retreats, seminars and other special events.
• Coordinates catering arrangements, including selecting vendors, placing orders, coordinating setup, and ensuring orders are accurate and within budget.
• Creates detailed itineraries by working with faculty and internal/external stakeholders.
• Prepares presentations and printed materials, as needed.
• Communicates seminar/event details externally and internally through various communication channels.
• Places all room reservations, related facility work orders and A/V requests.
• Prepares and distributes the section newsletter and other communications.

Creative & Marketing Services
• Manages creatives services, including ordering business cards, marketing materials, and scheduling faculty/staff photo sessions.
• Assists with correspondence, presentation formatting, and document preparation.

Inventory and Asset Management:
• Maintains inventory logs to track department assets and supplies. 
• Coordinates maintenance and troubleshooting of shared equipment, facilitating service calls as needed.