Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Admissions - School Of Medicine

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 Administrative Coordinator I (ACI) is responsible for providing advanced administrative support directly to the Associate Dean of Admissions and coordinating the planning aspects of the virtual interview scheduling process for medical school admissions across all four campus communities, including the virtual Standardized patient Exercise SPE) process, which is now a critical component of the evaluation of candidates. Provides the technical information and troubleshooting necessary to deliver effectively the virtual interview process via zoom technology, functions as the office's event planner for all admissions related recruiting events including a new approach of showcasing the School of Medicine via several small, COVID-safe, in-person Second Look Visits exclusively- for accepted candidates, functions as the lead in the planning and organization of the training of the Office's Medical Student Ambassadors and Medical Student Guest Interviewers, assuring their readiness for 1) marketing the college to prospective applicants, candidates and VIPS and 2) evaluating potential MD candidates in the interview process.

What you need to know

Compensation will be commensurate to selected hire’s experience.

COVID-19 information: 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 or equivalent combination of education and experience

• Two years of experience in office administration

Required Licenses and Certifications:

• Strong familiarity with university/college admissions and information management systems

• Good interpersonal and communication skills, internet proficiency, working knowledge of Excel, Word, PowerPoint, Google Docs, and adept at events planning and coordination.

Required Knowledge, Skills, and Abilities:

• Strong familiarity with medical school or professional school admissions and information management systems

• Ability to handle billing matters and maintain financial records

• Ability to multi-task and work cooperatively with others

• Ability to perform all tasks and job responsibilities safely without injury to self and others in compliance with A&M System and HSC guidelines

Preferred Qualifications:

• Experience in higher education or professional school work environment

Responsibilities:

• Administrative Support: Provides advanced administrative support directly to the Associate Dean of Admissions, serving as a personal assistant, managing their calendar and travel, providing logistical and administrative support for events and meetings. Participates in the planning and execution of administrative operations, and assists in the supervision of student workers. Reviews documents for supervisor as necessary. Attends meetings or committees on behalf of supervisor. Handles all billing matters and maintains fiscal and administrative records. Verifies, processes, and reviews forms, reports, tables, and other documents. Analyzes requirements for projects or initiatives. Performs special analyses and/or project summaries. Monitors the office's budget and purchases of office supplies, equipment and program materials as requested and needed. Assures the confidentiality of mail, correspondence, and reports

• Admissions Process Support: Analyzes, coordinates, and implements the logistical requirements for admissions recruiting/marketing projects, most importantly the virtual Medical School Interviews and Standardized Patient Exercise (SPE). Provides technical information and training regarding procedures and protocol for the use of Zoom technology virtual meetings and interviews with regional campuses. Plans and coordinates admissions related special events; arranges meetings, appointments, conferences, attendance, and travel; sets up conferences, seminars, and other special events to include facilities, equipment, food and beverages, technology support, etc. Corresponds with admissions committee members and guest interviewers regarding interview schedules, SPE process, and admissions committee meetings. Assists the Admissions Coordinator as needed with any admissions related tasks, including preparing documents for admissions committee meetings, taking committee meeting minutes, and recording votes and actions on candidates. Provides technical information regarding administrative procedures, services, or programs

• Admissions Office Management: Assists, monitors, develops, evaluates and ensures the development of office procedures, including specialized functions. Explains, applies, interprets, and communicates policies and procedures; monitors compliance with policies and procedures. Researches, interprets, complies and responds to inquires about rules, regulations, policies and procedures. Coordinates the maintenance of office supplies or equipment and delivering, picking up or receiving payments, documents, supplies or materials. Makes recommendations for process improvements, administrative changes, or new initiatives. 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.