Senior Coordinator, Business Operations - Space Medicine

Summary

The Senior Coordinator, Business Operations plays a key role to the operational and administrative success of the Center for Space Medicine and the Translational Research Institute. This position oversees daily office operations, supports financial activities such as budget tracking and compliance, and manages workplans, scheduling, meeting coordination, and document workflows. The role also provides faculty support for pre-award activities, serves as the HR liaison, and handles procurement, contract coordination, and communications. By ensuring efficient processes and proactive communication, this position enables leadership and staff to focus on advancing the Center’s mission.

Job Duties

Operations Management:
• Organizes and coordinates daily office operations for both the Translational Research Institute for Space Health and the Center for Space Medicine.
• Creates, maintains/organizes electronic files, trackers, records, org chart and information flow.
• Maintains Department workplan and calendar for administrative, financial and research operations.
• Develops and documents Center operational procedures (purchasing, travel, expense tracking, etc.) while applying continuous process improvement principles.
• Serves as the primary point of contact for office-related inquiries. 
• Manages upcoming move to new Cullen Tower.
• Manages office layout, equipment and maintenance schedules.
• Manages all Center wide events such as virtual and in-person workshops and board meetings.
• Responsible for Center Emergency Plan and information is disseminated.
• Fulfils any compliance related building activities (e.g. Fire Marshall)

Business and Financial Operations:
• Drafts and edit general documents, including reports, PowerPoint presentations, agendas and business letters.
• Tracks expenditures against internal budget and allocate them appropriately.
• Assists with compiling monthly financial reporting.
• Submits, monitors, and completes purchase orders, with regular weekly and monthly PO reporting.
• Monitors and track invoice payment for major contracts and service agreements.
• Reviews, submits, and monitors contract routing (contracts under $250K) within designated systems.
• Coordinates honoraria processing for relevant programs and ensure timely completion.
• Supports compliance-related activities, including segregation of duties and emergency planning.
• Serves as liaison between the Center and accounts payable, contract routing and supply chain groups.

Pre-Award and Faculty/Research Support:
• Understands and execute college processes for NDAs, MOUs, etc.
• Refines and format research proposals and route documents requiring signatures (e.g. MOUs). 
• Creates a process to update faculty CVs and create, edit, and update biosketches.

Human Resources Activities:
• Serves as the Center’s HR liaison and process HR related actions, including HR related reporting such as leaves, mandatory training tracking, and serving as the Center’s time keeper.
• Manages voluntary faculty, interns, and related HR processes and SGA account process.
• Serves as the primary faculty liaison, overseeing critical academic processes including appointments, reappointments, and promotions to ensure alignment with institutional standards and strategic objectives.

Center Communications:
• Maintains the department or center website and support all outreach activities.
• Supports the creation and refinement of communications documents.
• Monitors, triage and respond to departmental shared mailboxes and serve as back up for education shared mailbox.

Executive Support and Coordination for Center Operations:
• Provides administrative support for Center Director and other leadership, including managing schedules, purchasing, travel, and expense reimbursement.
• Coordinates meetings, processes reimbursements (travel and expense) and purchasing activities.

Other Duties:
Performs other job-related duties and assist with special projects as assigned.

Minimum Qualifications

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

 

 

 

Work Authorization Requirement:

This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment. 

 

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