Senior Coordinator, Business Operations

About the Role

The Senior Coordinator, Business Operations provides advanced operational, administrative, and project support for departmental business functions across Baylor College of Medicine and Texas Children's Hospital. This role coordinates complex workflows, supports strategic initiatives, manages operational processes, and serves as a key liaison among internal stakeholders, leadership, faculty, clinicians, and external partners. The Senior Coordinator ensures efficient day-to-day operations through project coordination, process improvement, financial and reporting support, meeting and event management, and compliance with institutional policies and procedures.

This position requires strong organizational skills, attention to detail, sound judgment, and the ability to prioritize multiple initiatives in a fast-paced academic healthcare environment while delivering exceptional customer service and operational excellence.

Responsibilities

Clinician Schedules

• Performs detailed, complex primary administrator responsibilities on the scheduling platform QGenda, used by the Pediatric Cardiology Division at Texas Children's Hospital.
• Creates and updates elaborate participant profiles, including clinical, research, education, and administrative targets and skill sets (what tasks each clinician is able to do).
• Creates and updates skill/task profiles (e.g., transesophageal echo is performed by a select group of clinicians, and a capable clinician must be assigned to the echo lab every day but may not be assigned when in clinic, on MRI duty, or on certain non-clinical days such as vacation).
• Collaboratively develops and periodically updates recurring outpatient physician and APP clinic assignments, which vary by sub-specialty, location, support requirements, and day/week of the month.
• Collaboratively develops and then independently runs service schedules for heart failure/transplant services, acute care cardiology services, and consult cardiology services.
• Collaboratively develops and then independently runs call schedules for weeknights and weekends, ensuring complete and fair call distribution.
• Collaboratively develops and runs an integrated daily imaging schedule spanning multiple campuses.
• Enters service and call schedules for other teams (electrophysiology, adult congenital heart disease, cath, and fellows) which currently generate their own schedules.
• Enacts schedule changes in a timely manner for time away approved by the associate chief (e.g., vacation, meetings, illness).
• Ensures that schedule changes in QGenda are accurately reflected in EPIC, the clinical platform.
• Communicates in a timely manner with clinicians, administrative, and support personnel about changes and issues with schedules.
• Identifies staffing gaps and works toward resolution.
• Prevents and resolves discrepancies for inpatient and outpatient clinical services and call.

Baylor College of Medicine Faculty Support

• Orients new BCM faculty on benefits, vacation, floating time off, holidays, QGenda, and Success Factors.
• Organizes and tracks staff credentials for outside institutions for all Pediatric Cardiology faculty.
• Organizes and tracks licensure and other certifications needed (PALS, ACLS, IRB training, DEA, etc.).
• Provides performance reports tracking provider CART model clinical and non-clinical time.
• Tracks and ensures appropriate research, education, and administration time for designated faculty.
• Tracks and counsels regarding vacation and floating time off days for each faculty member.
• Ensures and tracks appropriate task assignment to each clinician for each day.

• Supports the Associate Chief.
• Performs other job-related duties as assigned.

Requirements

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

Preferred Qualifications

• Experience with QGenda, EPIC, Success Factors, Microsoft Office: Excel, Outlook, Word, and Calendar Management.
• Ability to work independently and on a team.
• Ability to multi-task and work in a fast-paced environment.
• Excellent organizational and communication skills.

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.