Senior Coordinator, Executive Support

Baylor College of Medicine

Houston, TX

Job posting number: #7112595 (Ref:13308-en_US)

Posted: October 5, 2022

Application Deadline: Open Until Filled

Job Description


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 position may offer the flexibility of a hybrid work arrangement.

Job Duties

  • Provides calendar management for the Department Head: effectively balances the scheduling of meetings with the Executive’s need for protected time to conduct research or work on high-level projects and College deadlines. Serves as the point person for internal and external stakeholders for all meeting requests or other inquiries. Interacts with all levels within our organization and also with national and international scholars in a manner that promotes the professional image of our department and is an extension of executive leadership.
  • 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.  Assists 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).

Minimum Qualifications

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

Preferred Qualifications

  • Bachelor's degree in a related field may be considered in lieu of experience.
  • Strong Microsoft Office proficiency.
  • Concur experience.
  • Experience with making travel arrangements.



Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.


Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.



Baylor College of Medicine fosters diversity among its students, trainees, faculty and staff as a prerequisite to accomplishing our institutional mission, and setting standards for excellence in training healthcare providers and biomedical scientists, promoting scientific innovation, and providing patient-centered care. - Diversity, respect, and inclusiveness create an environment that is conducive to academic excellence, and strengthens our institution by increasing talent, encouraging creativity, and ensuring a broader perspective. - Diversity helps position Baylor to reduce disparities in health and healthcare access and to better address the needs of the community we serve. - Baylor is committed to recruiting and retaining outstanding students, trainees, faculty and staff from diverse backgrounds by providing a welcoming, supportive learning environment for all members of the Baylor community.

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More Info

Job posting number:#7112595 (Ref:13308-en_US)
Application Deadline:Open Until Filled
Employer Location:Baylor College of Medicine
United States
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