Coordinator, Business Operations

Coordinator, Business Operations

The Department of Medicine is seeking a detail-oriented and resourceful Coordinator, Business Operations to provide high-level support to department leadership within our education mission. This role involves managing complex schedules, coordinating meetings and appointments, screening and directing calls and drafting professional correspondence. The position also includes planning and executing special events, requiring creativity, discretion, and adaptability. Strong communication skills, both written and verbal, are essential, along with the ability to interact professionally with faculty, staff, residents, and students. Confidentiality and flexibility in performing additional duties are critical to success in this role.

Position may offer the flexibility of a hybrid work schedule after an initial training period.

Job Duties

• Provide high-level administrative support to senior leadership, including managing calendars and email communications to ensure smooth and efficient daily operations.
• Manages the end-to-end credentialing process for residents, ensuring compliance with institutional and regulatory requirements.
• Coordinates and oversees reappointment applications for senior faculty, maintaining accuracy and timeliness.
• Handles letters of recommendation for residency and fellowship applications, ensuring confidentiality and timely submission.
• Drafts and manages a variety of formal communications, including letters of good standing, recommendations, and thank-you letters.
• Plans and executes departmental events such as graduations and professional dinners, including vendor coordination, contract negotiation, and budget management.
• Coordinates logistics for major conferences, including the Pri-Med Southwest Primary Care (Continueing Medical Education) CME/CE Conference.
• Organizes recurring events such as the Chief Resident Visiting Professor event and weekly leadership luncheons.
• Administers unique responsibilities such as the Harry & Rose Caplovitz Award and E. Lillo Crain loan management, including donor communication and collections.
• Supports residency and fellowship programs by managing recommendation letters and credentialing documentation.
• Serves as a liaison across departments, maintaining strong communication and offering support to educational coordinators as needed.
• Performs other job-related duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Exceptional communication skills, both written and verbal, be regarded as a team player, have strong and proven organizational skills, and have a personal drive to be their best.
• Experience working with Microsoft Office tools (e.g. Word, PowerPoint, Excel), Concur, Jaggaer, MedHub strongly preferred.
• Previous work experience in an academic medicine environment is a bonus.