Administrative Associate V

Job Title

Administrative Associate V

Agency

Texas A&M University

Department

Vet Med-Teaching Hospital

Proposed Minimum Salary

Commensurate

Job Location

College Station, 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 & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

The Texas A&M School of Veterinary Medicine & Biomedical Sciences (VMBS) is an institution that represents 100 years of growth from a small school of veterinary medicine in 1916 to its present role as a major veterinary educational, medical, and research center. Today, we are one of the largest schools of veterinary medicine in the United States, training nearly 600 Doctor of Veterinary Medicine students each year. We support collaboration and teamwork that turns today's discoveries into proactive solutions for animals, humans, and the environment. Together, we strive to support the goals of the faculty, staff and students in teaching, research and outreach programs.  To learn more, please visit our website https://vetmed.tamu.edu/  

What we want

The Administrative Associate V is responsible for administrative support of the Admin office team including purchasing, finance, administration duties including VMIS, records, parking, policy and procedure organization and updating.

What you need to know

Compensation will be commensurate to selected hire’s experience

Required Education:

• High School Diploma or equivalent combination of education and experience.

Required Experience:

• Five years of experience in general office or clerical work.

Required Special Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• Strong verbal and written communication skills.

• Strong interpersonal and organizational skills.

• Ability to work with sensitive information and maintain confidentiality.

• Ability to multi-task and cooperatively with others.

Preferred Education:

• Bachelor’s Degree

Preferred Experience:

• Previous work experience at Texas A&M University.

• Previous experience in maintaining an EMR system.

Responsibilities

• Office Coordination: Provides administrative support as needed for the VMTH. Communicates information regarding HR hours of service as it is received by HR. Maintains operations of the office by arranging facility work orders, requesting IT support, key control, and serving as contact for printer/copier maintenance and office furniture. Maintains office schedules and calendar appointments through MS Outlook. Assists with coordination of meetings, appointments, and conference room bookings, as specified by VMTH administrators. Assists in planning of special events. Serves as the Liaison for Blinn Veterinary Tech program needs.

• Administrative Support: Prepares letters, memos, and correspondence to internal and external clients. Verifies completion of credentialing documentation for veterinary interns and residents by working with departmental administrative staff and shadowing veterinary technician students. Ensures adherence to policies and procedures consistent with TAMU and Veterinary Medical Teaching Hospital policies and procedures. Monitors the needs of the department and team. Makes recommendations for process improvements, administrative changes, or new initiatives. Communicates and enforces policies and procedures. Prepares letters, memos, and correspondence to internal and external clients. Verifies completion of credentialing documentation for veterinary interns and residents by working with departmental administrative staff and shadowing veterinary technician students. Receives, coordinates, and communicates with hospital staff regarding parking, orders, repairs and service requests. Resolves any issues that may arise with a client and communicates these issues to Administrative Coordinator and/or Assistant Director.

• Updating Electronic Medical Records System: Serves as a primary user of VMIS (or other EMS systems) and Instinct to integrate entering new users, updating personnel data, and providing reports, as requested. Provides alerts to VMTH veterinarians for veterinary and DEA license expiration. Performs other duties as assigned.

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/Affirmative Action/Veterans/Disability Employer.