Summary

The BCM Temporary - Administrative Support 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.

This is a temporary position with a maximum assignment length of 3 months. This position is not eligible for benefits.

Job Duties

• Administrative Support & Office Management:
  • Provides high-level administrative support to the Section Chief and Section Administrator as requested. Prepares 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, routes 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.
  • Assists with general administrative functions as requested by the Section Chief and Section Administrator (RVU’s, Comp Plan, Score Card processing).
  • Performs other job-related duties as assigned.
• Faculty & Staff Support:
  • Provides administrative support to the faculty and research investigators. 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 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.
  • Oversees 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.
  • Oversees 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 creative 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.

Minimum Qualifications

• High school diploma or GED.
• Three years of relevant experience.

Preferred Qualifications and Skills

• Prior experience providing high-level administrative support, including scheduling, travel coordination, and expense processing.
• Proven ability to manage complex calendars for senior leadership and prioritize competing demands.
• Skilled in organizing meetings, preparing agendas, and handling logistics for events and candidate visits.
• Strong written and verbal communication.
• Familiarity with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and experience with travel/expense systems such as Concur.
• Ability to work collaboratively in a fast-paced environment and adapt to changing priorities.