Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Preclerkship

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 & identities.  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, the Texas A&M University Health Science Center 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 Health Science Center (HSC) is looking for an Administrative Coordinator I  to serve as a member of the Office of Academic Affairs team. The Administrative Coordinator works under general supervision will and provides administrative support for The Office of Academic Affairs. Scheduling and general office support. Resolve inquiries and provide information to faculty, staff, and visitors. Assist with various projects, business processes, and/or travel. Other duties as assigned. The successful applicant will bring an expert level of administrative experience to the position and understand the demands of supporting executives in a fast-paced environment. This person must be professional, enjoy working in a high-volume environment and be able to apply strong organizational skills while being flexible in their daily routine. We desire an individual who subscribes to and supports our commitment as stated above. If this is you, we invite you to apply to become a member of our team.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience.

Physical Requirements: Ability to lift or move objects lightweight

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate and will be required to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place. 

Required Education and Experience:

• Bachelor's degree

• Two years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Ability to multi-task and work cooperatively with others

Preferred Qualifications:

• 4 years of Administrative Coordinator office experience

• Effective communication skills

• Proficiency in MS Word, Excel, PowerPoint, Outlook, and database applications

Responsibilities:

Scheduling Management 

• Manages calendar scheduling and coordinates support for the Associate Dean for BCS Campus and Assistant Dean for Academic Affairs PreClerkship

• Arranges and coordinate travel arrangements, required approvals, account information, and financial paperwork

• Schedules organizes, monitors, and takes minutes for various meetings

• Makes recommendations for process improvements, administrative changes, or new initiatives.

• Develops administrative and technical procedures

Office Management  

• Determines need, approves, authorizes, and monitors expenditures and allocation of office supplies for the Office of Academic Affairs

• Answers/ triages phone calls and in-person inquiries made to the Associate Dean for BCS Campus and Assistant Dean for Academic Affairs PreClerkship

• Ensures Faculty & Staff have access to policies and procedures

• Provides technical information regarding administrative procedures, services, or programs 

• Manages inventory for the Office of Academic Affairs.

• Tracks, monitors, and manages PreClerkship attendance

• Prepares correspondence and performs administrative duties for the Sr Associate Dean, Associate Dean, and other professional personnel in the Office of Student Affairs

• Oversees projects converting processes to digital formats where applicable

Program Support 

• Provides direct support for the Academic Affairs PreClerkship program by coordinating student events

• Assesses administrative needs of the program

• Arranges meetings, prepare material, and order supplies & food

• Supports the BCS Campus and Primary Care & Population Health programs by becoming the first point of contact for information, correspondence, and availability of the Interim Dean

• Analyzes requirements for projects and/or initiatives

• Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies, and procedures

• Oversees production and coordination of Dean's Letters for all BCS clinical students, as well as select students on other campuses. Prepares needed charts for these letters for all students on all campuses

• Works with the Program Manager to staff and provide support for the COM Student Promotions Committee, including assembling and checking needed documents, digital conversions and distribution of materials, and handling post-meeting correspondence​

Special Projects & Events 

• Manages and collaborates on various special projects and School of Medicine events

• Provides general administrative support including preparing background material, scheduling, ordering, and organizing the projects/events

• Analyzes and summarizes researched data and works independently on assigned special projects, including preparation of reports and presentations for the Sr Assoc Dean

• Assists with Office of Admissions events as able​

• 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 committed to diversity.