Administrative Coordinator 2

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.

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.