Administrative Coordinator II

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

- Coordinates administrative support to include maintaining the department head's calendar and meetings.
- Plans and coordinates administrative activities and services.
- Monitors office procedures and ensures adherence to office protocols.
- Reviews and signs documents for supervisor.
- Attends meetings or committees on behalf of supervisor.
- Prepares and reviews operational and special reports.
- Coordinates office records retention and maintains office references, resource materials, and filing system.
- Coordinates travel arrangements and prepares itineraries. Academic Collaborators/Visiting Scholars
- Plans and coordinates meetings, seminars, and other special events.
- Coordinates the ordering and maintenance of office supplies and equipment.
- Makes recommendations for process improvements or administrative changes.
- Coordinates with HR as needed; hires, supervises, trains, and evaluates the work of others.

Compliance and Policy Implementation

- Develops and maintains knowledge and understanding of relevant state guidelines.
- Interprets and applies guidelines to assist in determining residency status for students.
- Analyzes incoming inquiries and provides proper instructions for resolution.
- Reviews student records and analyzes situations to determine eligibility for tuition rebates.
- Coordinates with external departments for compliance with scheduling and registration rules.
- Works with stakeholders to resolve issues concerning access to teaching space.
- Ensures the integrity of data by monitoring submissions and identifying issues.

Departmental Duties

- Serves as the front office manager
- Manages badge requests, serves as the TAMU Parking Representative, and acts as the package liaison.
- Plans and coordinates department social events.
- Provides support for Faculty Appointments, Promotion and Tenure
- Creates and manages polls, RSVPs, electronic forms, documents, routing, etc.

Special Projects and Reporting

- Performs special analyses and project summaries.
- Prepares documentation for appeals submitted to relevant panels.
- Assists in the development of college-level guidelines and protocols.
- Conducts new user training for scheduling systems.
- Coordinates continuous review of classroom utilization for efficiency assessments.
- Assists department head with special projects.
- Monitors project timelines and identifies issues.

Communication and Stakeholder Engagement

- Serves as a primary point of contact for inquiries related to registration administration.
- Maintains systems utilized for class schedule development and user security/access.
- Responds to non-routine requests regarding state policies.
- Consults with colleges and departments on best practices related to scheduling and registration.
- Prepares and takes minutes at meetings.
- Manages correspondence and communications for the office.
- Coordinates with others regarding webpage updates
- Other duties as assigned

Qualifications:

Required Education and Experience

- Bachelor's degree or equivalent combination of education and experience.
- Three years of experience in office administration.

Knowledge, Skills, and Abilities

- Ability to multitask and work cooperatively with others.
- Knowledge of word processing, spreadsheet, database, and presentation applications.
- Interpersonal and communication skills.
- 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.

- 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  ​
- 12-15 days   of annual paid holidays
- Up to   eight hours of paid sick leave   and at least  eight hours of paid vacation  each month
- Automatic enrollment in the  Teacher Retirement System of Texas
- Health and Wellness:   Free exercise programs and release time
- Professional Development: All employees have access to free  LinkedIn Learning  training, webinars, and limited financial support to attend conferences, workshops, and more
- Educational release time and tuition assistance   for completing a degree while a Texas A&M employee
- 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.