Administrative Associate LI

Department: 
HGSC:Admin-General/Basic - 99993650
Location: 
BCM Main Campus, Houston, TX
Description: 

The Human Genome Sequencing Center was founded in 1996 under the leadership of Dr. Richard Gibbs and is a world leader in genomics. The fundamental interests of the HGSC are in advancing biology and genetics by improved genome technologies. As one of the three large-scale sequencing centers funded by the National Institutes of Health, the HGSC provides a unique opportunity to work on the cutting-edge of genomic science in a state of the art institution. Today, the HGSC is comprised of   more than 160 Faculty , Staff and Students , and it occupies more than 36,000 square feet on the 14th, 15th, and 16th floors of the Margaret M. and Albert B. Alkek Building. The HGSC is located on the southwest edge of downtown Houston, the fourth largest city in the U.S., in the Texas Medical Center, the world's largest medical complex. The major activity of the HGSC is high-throughput DNA sequence generation and the accompanying analysis. The HGSC is also involved in developing the next generation of DNA sequencing and bioinformatics technologies that will allow greater scientific advances in the future.

The Human Genome Sequencing Center (HGSC) at Baylor College of Medicine is recruiting for an experienced administrative professional to assist the Department Administrator, Grants team and Faculty.  This person will perform Human Resources and grant-related functions for the HGSC, a large and dynamic academic research center within Baylor College of Medicine. We are looking for someone who will thrive in a fast-paced, high-energy environment and can handle multiple projects, deadlines, and customers. 

This position’s primary responsibilities will include personnel management/employee relations, recruitment, conflict resolution and training and development in conjunction with the central Human Resources department. In addition, this position will have responsibilities within personnel budgeting and reporting.

  • Point of contact for all department employment- related questions.
  • Counsel employees and supervisors on performance and personnel issues, including performance management, training and development.
  • Work with BCM administration on HR-related issues including disciplinary actions and leave of absence.
  • Manage immigration visas: Work with the BCM ISO office and HGSC managers to process prevailing wage and visa applications for HGSC employees.
  • Support recruitment processes by creating job descriptions for positions, resume screening, coordination of interviews, finalizing offers, HRIS maintenance, and employee on- boarding in conjunction with central Human Resources.
  • Prepare new employee onboarding checklist and terminations through the online employee system.
  • Determine adequate office locations and/or space for new employees.
  • Maintain departmental compliance for mandated trainings (such as NIH training) for new and current employees.
  • Handle all faculty and post doc appointments.
  • Serve as the department liaison with BCM HR divisions (recruitment, benefits, compliance, employee relations, and compensation).
  • Maintain all employee data using SAP and Excel.
  • Manage and process SAP entries for ~ 200 employees, including new hires, vacancies, and all types of leave.
  • Manage labor cost distributions for federal grants and other funding sources in conjunction with HGSC Grants contact.
  • Manage online employee records, departmental organizational charts, and departmental employee directories.
  • Work directly with the Administrator, Finance contact, Grants contact, and Faculty to prepare and/or coordinate required personnel budgets for proposals and projects, including proposal text and required supporting documents.
  • Manage personnel-related reports required for the various State, Federal and private grants and contracts awarded to the HGSC.
  • Manage SAP time/payroll entries, monitoring deadlines and timely completion by all personnel.
  • Participate in the preparation and monitoring of the annual fiscal budget.
  • Communicate College and HGSC policy to faculty and staff.
  • Maintain the security and confidentially of relevant documents and information.
  • May also participate in the pre-award application process for federal, state and private funding opportunities, including compilation and submission of proposal components, QC of data and data entry, and compliance with proposal and BCM guidelines.

Required:

  • Bachelor’s degree in Business Administration, Finance, Management, Accounting, Public Health, or Health Administration or Four years of relevant work experience in a business administration/business management setting can be substituted in lieu of a degree.
  • Five years of responsible administrative experience with at least two years of experience in a responsible supervisory/managerial position with a Bachelor's degree or Nine years of relevant work experience in a business administration/business management setting with at least two years of experience in a responsible supervisory/managerial position without a degree.
  • Proficiency with Microsoft Word, Excel, and Outlook

Preferred:

  • Master’s Degree - Business Administration, Human Resources or related field
  • Grant application and grant management experience
  • Knowledge of SAP HR
  • Advanced proficiency in Excel