Summary

The Coordinator, Business Operations provides comprehensive administrative and operational support to ensure the smooth and efficient functioning of the Pediatrics clinical division. This role supports the Department’s mission by coordinating key activities across clinical services, education programs, and research operations. The Coordinator helps optimize day‑to‑day workflows, facilitates communication among stakeholders, and contributes to an organized, responsive, and service‑oriented office environment.

Job Duties

• Manages office inventory and place orders for supplies, lab coats, and business cards.
• Maintains directories, distribution lists, photo rosters, and the division’s internal and public websites.
• Provides onboarding support for medical students, residents, and fellows, including access setup, badging, and training coordination.
• Coordinates the administrative aspects of electives, learner evaluations, and MedHub or Leo system entries.
• Assists with credentialing, licensing tracking, faculty CV formatting, and general office duties (e.g., phones, sanitation).
• Answers department main phone line, screen and route telephone calls, assist in maintaining contact list updates, assist with department mail and maintains division shared email inbox & calendar.
• Works in conjunction with other assistants to ensure efficient administrative functions.
• Coordinates learning BCM & TCH's applications and administrative processes.
• Composes formal and informal correspondence including, but not limited to, creating and formatting presentations.
• Provides administrative support to faculty and trainees schedules, to include maintaining calendars, scheduling meeting, finding meeting locations, attending meetings, creating agendas and taking notes, creating documents and/or presentations and participating in team huddles.
• Oversees all aspects of the fellowship program, including recruitment, onboarding, interview scheduling, and evaluation tracking.
• Collaborates with program leadership and GME offices to support overall program operations and ensure compliance.
• Coordinates training events, including space booking, AV setup, catering, and materials preparation.
• Arranges domestic and international travel using Concur and submit and track reimbursements for travel and other faculty-related expenses.
• Oversees event readiness, supply management, and logistics for in-person sessions.
• Performs other job-related duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Proficient in Microsoft Outlook, especially calendars.
• Healthcare administrative support experience.