Office Manager and Project Coordinator

What We Are Looking For

Baylor University is seeking an Office Manager and Project Coordinator to support the mission and vision of the University within the Institute for Aviation Sciences by managing day to day activities and personnel in the Institute for Aviation Sciences and providing administrative support to academic and research activities. 

A High School Diploma and three years of relevant work experience is required. A Bachelor’s Degree is preferred. 

Applicants must be currently authorized to work in the United States on a full-time basis.

What You Will Do

• Manage the day-to-day activities, which includes reviewing correspondence, documents, reports, and procedures
• Act as department receptionist, handling or directing all phone calls, visitors, and prospective student inquiries, providing guidance and informational materials by phone or electronically
• Prepare written communications on policy and procedural matters
• Advise University and department personnel of procedures and decisions
• Maintain and update individual student records necessary for Aviation Sciences program administration
• Review all proposals, documents, and reports for grants
• Maintain department files, supplies, and facility work orders
• Coordinate administrative matters with other universities, other Baylor offices, department personnel, professional organizations, and government agencies as needed
• Manage advertising program including program flyers, brochures, marketing videos, promotional materials, and magazine advertising submissions
• Develop and maintain working knowledge of applicable University tools and systems
• Manage student worker pool with hire requests, training and supervision
• Publish and maintain program web sites and manage social media presence
• Manage Aviation Sciences classroom scheduling and guest speaker arrangements
• Assist in processing all new students, brief them on program requirements, handle all initial paperwork, and assist with new student orientation and advising
• Provide pertinent program information to all new students, existing students and alumni as appropriate
• Plan and schedule department events such as faculty meetings, student welcome receptions and other student events, and the Aviation Sciences Banquet
• Works with Baylor Visitors Center to manage all prospective student campus visits
• Coordinate with Universal Flight Concepts regarding scheduling, operations, and financial issues related to the Baylor Aviation Sciences flight training program
• Maintain pilot supplies and uniform inventory and manage the online marketplace
• Coordinate with Financial Managers and Financial Administrators on department commitments, projects, and reports
• Finalize terms and all pre-purchase needs to vendors, obtain quotes, and submit requests to Financial Administrator
• Assist in arranging travel and reimbursements for faculty, staff, and student travel
• Manage contract support to the Aviation Sciences program
• Manage all adjunct faculty hiring requests and associated paperwork
• Perform all other duties as assigned to support mission Baylor University. 
• Comply with University policies. 
• Maintain regular and punctual attendance. 

What You Can Expect 

As part of the Baylor family, eligible employees receive a comprehensive benefits package that includes medical, dental, and vision insurance, generous time off, tuition remission, and outstanding automatic retirement contributions. Baylor has a comprehensive benefits plan that supports you and your family’s wellbeing and allows you to be a part of the life of a vibrant and active college campus.  To learn more, go to Baylor Benefits & Advantages. 

Explore & Engage 

Learn more about Baylor and our strategic vision, Baylor In Deeds.  Also, explore our great hometown of Waco and the many opportunities to engage locally.  If you are new to Central Texas, This is Waco!