Summary

Pediatrics - Division of Hematology and Oncology is seeking a Senior Coordinator, Business Operations will provide administrative support to the Deputy Chief of the Texas Children’s Cancer and Hematology Center/Division of Pediatric Hematology/Oncology. In this role, the Senior Coordinator, Business Operations will be responsible for activities related to Faculty Affairs including but not limited to logistics and administration of faculty recruitment, employment agreement preparation, on-boarding, promotion planning/submission and annual reappointments. 

Job Duties

Administrative Support to the Deputy Chief:

• Manages scheduling and priority contact maintenance.
• Composes formal and informal correspondence including but not limited to, creating and formatting presentations.
• Plan division events including logistics, procurement, payment and execution.
• Administrative support for Division wide grants (e.g. K-12) .
• Provides Cross-coverage for the Division Chief’s Senior Coordinator, Business Operations including Faculty Affairs

Faculty Affairs (cross-training/coverage with Division Chief's Coordinator):

• Faculty Recruitment - Will be responsible for all logistical aspects of recruitment visits including agendas, travel, planning and candidate reimbursement.
• Faculty Offers - Upon receipt of all necessary institutional approvals and salary recommendations, will prepare and route Employment Agreements for required signatures;  will send contracts to faculty candidates and collect all needed documents for faculty appointment.  Will prepare/submit appointment request packet on behalf of Division Chief.  If visa is required for Faculty candidate, coordinator will engage the BCM ISO to process appropriate visa.
• Faculty On/Off-Boarding - Will be responsible for ensuring that all on/off-boarding activities (credentialing, malpractice, space assignment, start-up activities/purchases, addition to e-mail distribution lists, web site updates) are initiated in a timely fashion.  
• Faculty Promotions - Will work directly (as needed) with Section Chief to plan, track and submit Faculty Promotion applications.  Coordinator will send all promotion instructions and documentation requirements to faculty members who will be nominated for promotion.  Coordinator will create and maintain promotion portfolios for each faculty member and update Faculty Promotion Planning/Status spreadsheet on behalf of the Section Chief.  Upon receipt of all required promotion documents, Coordinator will submit application in Pediatrics Faculty Promotion system.  Coordinator will be responsible for all follow-up inquiries from faculty, Section Chief, Department leaders and BCM Faculty Affairs.
• Faculty Reappointments: Will be responsible for meeting with the Section Chief to review all faculty appointments on an annual basis.  This review will also include verification for continued adjunct/voluntary appointments.  Upon completion of review, coordinator will communicate to Department any exceptions to planned reappointments for the next fiscal year.  Coordinator will distribute all reappointment letters (~190 in 2022) for signature, track and return signed letters to Pedi-Administration by requested deadline.
   

Minimum Qualifications

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

Preferred Qualifications

• Experience supporting high-level executives.
• Excellent written and verbal communication skills.
• Strong organizational skills, detail-oriented and able to work independently as well as team player.
• Proficiency in Microsoft Office Suite.