Summary

The Coordinator, Business Operations performs the travel and accounting related duties for the Pediatrics Hematology & Oncology department. In addition, this role will prepare travel budgets, obtain funding approval, enter in Concur software. This position will ensure that all transactions are made in accordance with generally accepted accounting principles and federal, state, and BCM and TCH guidelines.

Job Purpose

Provide support to the department by processing purchasing orders, managing travel, maintaining calendars, and composing correspondence.

Job Duties

• Provides travel support to faculty and staff to assure current policies for Baylor College of Medicine, Texas Children’s Hospital, various grant providers, and the IRS in relation to travel rules and guidelines.
• Reviews travel expenditures from fund sources to verify accuracy and need and compliance to budgetary limitations.
• Assists manager, administrator or director in establishing and attaining goals and objectives.
• Interprets rules, regulations, and policies and executes as applicable for BCM and TCH.
• Receives and disseminates information accurately and promptly.
• Works with traveler’s personal passport and credit card information where discretion is necessary to protect confidentiality and may maintain confidential files and records.
• Updates TXCH travel standard operating process as needed.
• Maintains excel spreadsheets to track the status of pre-trip authorizations, travel planning requests, and reimbursements.
• Processes pre-travel authorization requests by preparing budgets, obtaining funding source, and seeking approval from Administrative Directors for up to 250 faculty and staff.
• Works with contracted travel agencies to assist travelers with reservations.
• Ability to make foreign and domestic travel arrangements with the skill to research the most economical rates and prepare all travel-related forms for submission and reimbursement.
• Processes payments for airfare and registration fees using BCM Corporate Card.
• Allocates airfare and registration payments paid using Baylor Corporate Card, processing monthly credit card report.
• Assists Manager with creating and maintaining Policy and Procedure instructions related to travel for the section.
• Creates and maintains TXCH Travel Website to provide travelers with online access to helpful travel information and resources.
• Provides Customer Service and problem-solving solutions for travelers, TCH Finance, and BCM Travel Services for the section.
• Allocates flight purchases completed through TCH Concur system, and charged to Cancer Center TCH Ghost Card.
• Assists with tasks and projects on behalf of supervisor.

Minimum Qualifications

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