Summary

The Department of Neuroscience at Baylor College of Medicine is a premier basic science research department in Houston, TX ranked fourth in the nation for NIH research funding. We are excited to welcome a Senior Coordinator, Executive Support to our team who will directly support the Department Chairman. This dynamic position requires excellent communication and organizational skills, the ability to anticipate needs, think critically, and offer solutions with high level of professionalism and discretion. In addition to streamlining the day to day work of the Department’s Chair, the Senior Coordinator, Executive Support will administer the Neuroscience Seminar Series program, an important aspect of the rich academic environment that is cultivated in our department. 

This role will offer the flexibility of a hybrid work schedule after an initial training period.

Job Duties

• Performs all tasks associated with setting up meetings: timely communication of all applicable information and distribution of documents with meeting attendees, sending calendar invitations for meetings, reserving and setting up meeting rooms, ordering meals etc. Edits meeting presentations or documentation in Word and PowerPoint. Transcribes meeting minutes when needed.
• Follows up with meeting attendees to ensure action items have been initiated or completed in a timely manner to assist in timely execution of deliverables and alleviating the executive workload.
• Coordinates travel for the Department Head including registrations, hotel accommodations, and transportation. Collects receipts, completes, and submits travel reimbursements in the Concur Travel platform according to Baylor’s travel policies and procedures.
• Coordinates travel and/or other duties as assigned for faculty recruitment or other VIP visits.
• Reconciles Chairman’s purchasing and corporate cards transactions in Concur Expense.
• Provides program support for the Neuroscience Seminar Series program: travel coordination, prepares visit agendas for speakers (in coordination with faculty hosts), writes and disseminates seminar announcements, advertises lectures, reserves conference rooms, makes catering arrangements, tracks seminar attendance, monitors seminar series account spend down and resolves issues with the Neuroscience Finance team, etc.
• Assists in preparation of letters of recommendation that the Department Chair submits in support of faculty and related to their grant funding or awards applications.  May assist in proof reading or formatting curriculum vitae, biographical sketches, grant proposals and other documents according to a specified format.
• Monitors and reviews expenditures and payment status for Chairman’s accounts in SAP (resolve encumbrances or blocked Purchase Orders).
• Performs other job-related duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Bachelor’s degree preferred.
• Experience working in higher education or medical school.
• Four years of administrative support, executive assistant, program coordinator, special projects coordinator or similar experience preferred  
• High level of integrity and professionalism.
• Impeccable discretion in handling confidential information.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communications skills.
• Strong proficiency with Microsoft Office.
• Experience or ability to make travel arrangement.
• Time management skills and ability to prioritize; ability to discern levels of urgency to requests and situations that require a quick response or turnaround.