Administrative Coordinator II

Bryan, TX

Full time

R-096568

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, (https://www.tamus.edu/benefits/medical/) prescription drug, dental, (https://www.tamus.edu/benefits/dental/) vision, life and AD&D, (https://www.tamus.edu/benefits/life-add/) flexible spending accounts , and long-term disability insurance (https://www.tamus.edu/benefits/long-term-disability/) with Texas A&M contributing to employee health and basic life premiums

• 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays

• Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html)   and at least  eight hours of paid vacation (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html)  each month

• Automatic enrollment in the  Teacher Retirement System of Texas (https://www.trs.texas.gov/Pages/Homepage.aspx)

• Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

• Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more

• Educational release time and tuition assistance (https://livingwell.tamu.edu/employee-tuition-assistance)   for completing a degree while a Texas A&M employee

• Living Well, (https://livingwell.tamu.edu/) 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.

Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 74,000 and nearly 14,000 faculty and staff.The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special.From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here!Equal Opportunity/Veterans/Disability Employer.

If you need assistance in applying for this job, please contact (979) 845-5154.

Useful Links:

• Benefit Programs (https://www.tamus.edu/business/benefits-administration)

• Retirement

• Employee Discount Program (https://livingwell.tamu.edu/perksconnect)

• Flexible Spending Accounts

• University Holidays (https://www.tamus.edu/hr/holiday/)

• Legal Statements

• New Employee Onboarding (https://service.tamu.edu/TDClient/45/Portal/Requests/ServiceCatalog/Category/157/Recruiting-Welcoming-Onboarding)

• Prospective Employees

• Safety and Security Notices (https://orec.tamu.edu/clery/annual-security-report/)

• Training and Development

• USERRA (https://www.dol.gov/agencies/vets/programs/userra)

• Nondiscrimination Notice