Coordinator, Business Operations

Baylor College of Medicine Department of Pathology is seeking a highly motivated individual to join our team as the travel delegate and credentialing assistant. This administrative position will serve as the travel liaison for the department and will assist with credentialing responsibilities.  

• Travel:
  • Creates pre-trip authorizations and processes travel reimbursements.
  • Processes travel reimbursements for non-BCM employees.
  • Processes check requests and petty cash reimbursements for staff/faculty.
• Credentialing Assistant:
  • Prepares initial and reappointment privileges applications to establish and maintain active hospital privileges for clinical providers and pathologist assistants.
  • Processes and maintains credentialing and re-credentialing in accordance with policy and procedures for each location, and delivers of required information to clients in a timely manner for faculty assigned to hospitals, surgery centers, and affiliate hospitals such as Ben Taub and Texas Children’s Hospital.
  • Serves as secondary liaison between department and Medical Staff Offices at hospitals, surgery centers, and affiliate hospitals.
  • Follows up on missing items and/or incomplete forms per policy and procedure; submits follow-up requests for verifications as needed.
  • Provides physicians with materials needed for licensing and guides them through the process.
  • Processes application payments via check requests and other functions as required for completing tasks.
  • Assists in monthly credentialing department call, sets agenda, keeps and distributes minutes.
  • Maintains credentialing and contracts calendar. 
  • Works directly with the faculty to maintain updated current copies of electronic files of Texas Standardized Credentialing applications, CVs, physician licenses, CMEs, Liability Insurance Certificates, and other essential credentialing documents.
  • Maintains faculty database, facility matrix, subspecialty list, directories, etc.
  • Creates Faculty Candidate Seminar flyers and posters, reserves conference room for seminar, orders food for lunches for Center for Drug Discovery and Pathology candidates.
  • Creates interview schedule for Center for Drug Discovery and Pathology candidates.
  • Creates honorarium payments for ARM Lecture speakers for Center for Drug Discovery and Pathology candidates.
  • Escorts Center for Drug Discovery and Pathology candidates to and from interview appointments. 
  • Processes various financial transactions within SAP, such as journal vouchers, check requests, petty cash documents, and purchase orders as needed when subcontracts are included on grant proposals.
  • Assists with the completion of annual and final financial reports for grants and awards (close outs).
  • Assists with purchasing-related tasks and serve as back up.
• Other Administrative Duties:
  • Processes Journal vouchers as requested. Processes telecommunication orders.
  • Distributes mail.
  • Receives and logs incoming packages and distributes accordingly.
  • Processes work order requests.
  • Assists others with fax requests/routes incoming faxes.
  • Maintains supply room/office inventory. 
  • Updates Alarms and Emergency Contacts for Pathology Labs. 
  • Organizes and manages all tasks and reservations related to the monthly Pathology Research Conference.
  • Maintains & updates faculty professional dues spreadsheets.
  • Relays policies/ procedures to faculty and staff
  • Answers office phones, screens phone calls, and routes accordingly
  • Assists with catering requests and maintains catering request calendar.
  • Serves as approver for the departmental conference room calendars.
  • Maintains Xerox copier codes updated, assists personnel with Xerox machine needs and maintenance.
  • Assists Medical Director, Administrator and/or Department Chair with tasks as needed.

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

• Strong organization skills.

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.

 9474

CA