Summary

The Graduate School of Biomedical Science at Baylor College of Medicine is seeking a skilled Senior Coordinator, Executive Support. The primary job role serves as executive assistant to the Dean of the Graduate School of Biomedical Sciences (GSBS) and reports directly to the GSBS Dean. Functions include assisting the Dean and the GSBS administrative unit in a variety of administrative duties, coordinating with other College offices, managing requests from students and faculty, and providing administrative support to the Graduate Faculty Membership Committee, GSBS Policy Committee and the GSBS Graduate Executive Council.

This position offers the flexibility of a hybrid work arrangement with 3 days on-site and 2 days remote.

Job Duties

• Composes letters and correspondence and prepares other documents, including PowerPoint presentations. Compiles data and documentation.  
• Coordinates meetings, interviews, special events, meeting room booking, etc. 
• Meets and greets visitors to the Dean’s suite and assists with questions and directions. Answers calls and inquiries coming to the Dean’s telephone.
• Provides general support for some of the day-to-day operations of the organizational unit. 
• Organizes and plans GSBS staff events.  
• Manages and maintains the outlook calendar for the Dean and Associate Deans. Facilitates Zoom calls and video conferencing as needed.
• Communicates with the internal and external committee members of the committees on which the Dean serves.
• Serves as the administrator for several GSBS committees preparing meeting materials, minutes and drafting follow-up action plans.  
• Maintenance and upkeep of the POSTDOC, GRADFAC and GRADSTUD listservs. Reviews and approve messages to these listservs.
• Manages the appointment process for Graduate Faculty membership.
• Maintains the Graduate School’s rooms reservations such as approving events and answering calendar related questions. Maintains GS event calendar.
• Coordinates travel arrangements for GSBS deans using Concur and obtains all of the necessary travel receipts in order to process the reimbursement. 
• Orders GSBS supplies and reconciles accounts.  
• Signs out office equipment such as laptops, projector, and iPads. Coordinate office equipment maintenance, maintains inventory of all computer equipment.
• Organizes and maintains GS library of standing committee minutes.

Minimum Qualifications

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

Preferred Qualifications

• Bachelor's degree in business administration, finance, management, and accounting or a related field, or equivalent work experience.
• Four years of responsible administrative work experience in an academic institution.