Job Title
Administrative Coordinator II
Agency
Texas A&M University Health Science Center
Department
Medical Physiology
Proposed Minimum Salary
Commensurate
Job Location
Bryan, Texas
Job Type
Staff
Job Description
Our Commitment
Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.
Who we are
As one of the fastest-growing academic health centers in the nation, Texas A&M Health encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.
What we want
The Administrative Coordinator II works under general supervision and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance.
What you need to know
Schedule: This position may require work beyond normal office hours and/or work on weekends.
Salary: Compensation will be commensurate to the selected hire’s experience.
Responsibilities:
Administrative Support Coordination
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Coordinates administrative support to include maintaining the department head's calendar and meetings.
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Plans and coordinates administrative activities and services.
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Monitors office procedures and ensures adherence to office protocols.
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Reviews and signs documents for supervisor.
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Attends meetings or committees on behalf of supervisor.
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Prepares and reviews operational and special reports.
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Coordinates office records retention and maintains office references, resource materials, and filing system.
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Coordinates travel arrangements and prepares itineraries. Academic Collaborators/Visiting Scholars
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Plans and coordinates meetings, seminars, and other special events.
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Coordinates the ordering and maintenance of office supplies and equipment.
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Makes recommendations for process improvements or administrative changes.
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Coordinates with HR as needed; hires, supervises, trains, and evaluates the work of others.
Compliance and Policy Implementation
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Develops and maintains knowledge and understanding of relevant state guidelines.
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Interprets and applies guidelines to assist in determining residency status for students.
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Analyzes incoming inquiries and provides proper instructions for resolution.
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Reviews student records and analyzes situations to determine eligibility for tuition rebates.
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Coordinates with external departments for compliance with scheduling and registration rules.
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Works with stakeholders to resolve issues concerning access to teaching space.
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Ensures the integrity of data by monitoring submissions and identifying issues.
Departmental Duties
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Serves as the front office manager
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Manages badge requests, serves as the TAMU Parking Representative, and acts as the package liaison.
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Plans and coordinates department social events.
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Provides support for Faculty Appointments, Promotion and Tenure
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Creates and manages polls, RSVPs, electronic forms, documents, routing, etc.
Special Projects and Reporting
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Performs special analyses and project summaries.
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Prepares documentation for appeals submitted to relevant panels.
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Assists in the development of college-level guidelines and protocols.
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Conducts new user training for scheduling systems.
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Coordinates continuous review of classroom utilization for efficiency assessments.
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Assists department head with special projects.
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Monitors project timelines and identifies issues.
Communication and Stakeholder Engagement
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Serves as a primary point of contact for inquiries related to registration administration.
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Maintains systems utilized for class schedule development and user security/access.
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Responds to non-routine requests regarding state policies.
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Consults with colleges and departments on best practices related to scheduling and registration.
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Prepares and takes minutes at meetings.
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Manages correspondence and communications for the office.
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Coordinates with others regarding webpage updates
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Other duties as assigned
Qualifications:
Required Education and Experience
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Bachelor's degree or equivalent combination of education and experience.
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Three years of experience in office administration.
Knowledge, Skills, and Abilities
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Ability to multitask and work cooperatively with others.
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Knowledge of word processing, spreadsheet, database, and presentation applications.
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Interpersonal and communication skills.
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Planning and organization skills.
Why Texas A&M University?
We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.
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Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts , and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
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12-15 days of annual paid holidays
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Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
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Automatic enrollment in the Teacher Retirement System of Texas
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Health and Wellness: Free exercise programs and release time
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Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
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Educational release time and tuition assistance for completing a degree while a Texas A&M employee
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Living Well, a program at Texas A&M that has been built by employees, for employees
Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered, or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
Equal Opportunity/Veterans/Disability Employer.