Summary

The David J. Sugarbaker Division of Thoracic Surgery within the Michael E. DeBakey Department of Surgery at Baylor College of Medicine seeks a Lead Coordinator, Business Operations, to provide advanced operational, financial, and administrative support in a fast-paced academic surgery environment. This position serves as a key operational partner to division leadership and faculty, coordinating business processes, projects, financial activities, faculty support functions, and administrative operations. Candidate should be knowledgeable with Microsoft Office applications and have experience with EMR systems.

The ideal candidate will demonstrate strong organizational skills, exceptional attention to detail, sound judgment, and the ability to manage multiple competing priorities while maintaining a high level of responsiveness and customer service. This individual must proactively communicate project status, identify potential issues, coordinate across multiple stakeholders, and ensure timely completion of assigned responsibilities.

Job Duties

Performs advanced administrative duties to support effective and efficient operations within the clinical office setting to achieve the Department's mission and goals.

60% - Administrative Operations
35% - Project Management
5% - Faculty Recruitment and Onboarding

• Serves as lead administrative support for division faculty and leadership.
• Trains, mentors, and leads operational support staff.
• Serves as primary point of contact in the department for general business and financial inquiries.
• Coordinates department and division projects, programs, and operational initiatives ensuring completion of deliverables and timely follow-up on action items.
• Coordinates and maintains complex physician schedules, including meeting management, conflict identification, schedule adjustments, and communication with stakeholders.
• Liaises with Human Resources regarding visa applications and extensions, recruitment, and other personnel related matters. 
• Prepares and distribute financial, operational, and ad hoc reports using institutional systems such as Concur, Jaggaer, SAP, BRAIN, MS Excel, or other similar platforms.
• Monitors and track faculty travel, continuing medical education (CME), professional licensure expenses, and other business-related expenditures.
• Coordinates recruitment activities, credentialing, and onboarding faculty and staff.
• Maintains and organize division records, shared files, and operational documentation.
• Tracks assignments, projects, and operational workflows to proactively communicate status updates regarding deadlines, project status, scheduling conflicts, and operational risks.
• May coordinate website changes and enhancements with the Office of Communications for the division and BCM Lung Institute.
• Performs other job-related duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Associate's degree or higher preferred. 
• Prior experience supporting physician leadership, clinical operations, academic medicine, healthcare administration, or higher education. 
• Experience supporting multiple physicians and senior leaders in a complex healthcare environment. 
• Experience with financial reporting, budgeting, reimbursement processes, purchasing, procurement, or expense management. 
• Advanced proficiency in Microsoft Outlook, Excel, Teams, Word, PowerPoint, and SharePoint. 
• Experience with institutional systems such as Concur, SAP, Jaggaer, SuccessFactors, Epic EMR, QGenda, or similar platforms. 
• Demonstrated ability to manage complex calendars, coordinate competing priorities, and track projects to completion. 
• Strong organizational, project management, and follow-up skills. 
• Excellent written and verbal communication skills.
• Demonstrated ability to exercise sound judgement, maintain attention to detail, and provide exceptional customer service in a fast-paced environment.