Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Microbial Pathogenesis And Immunology

Proposed Minimum Salary

$2,780.17 monthly

Job Location

Bryan, Texas

Job Type

Staff

Job Description

What we believe

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents and identities are vital to accomplishing our mission and living our core values .”

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 Microbial Pathogenesis and Immunology team. We desire an individual who subscribes to and supports our commitment as stated above. 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. If this is you, we invite you to apply to become a member of our team.

Job Summary: The Administrative Coordinator I, under general supervision, is responsible for providing administrative support for the Department of Microbial Pathogenesis and Immunology by processing regular office operations, inventory, and coordinating meetings.  The position will also provide course support, handling paperwork for lab visitors and a backup to Accounting processes.

Required Education and Experience: 

• Bachelor's degree or equivalent combination of education and experience. 

• Two years of related work experience. 

Required Special Knowledge, Skills, and Abilities: 

• Working knowledge of word processing, spreadsheet, database, and presentation applications. 

• Ability to multitask 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.

• Provide a safe environment that fosters respect, and equality of all faculty, staff, students, and visitors. 

Preferred Experience·: 

• Task management experience.

• Good interpersonal and communication skills.

• Basic planning and organizational skills.

• Use of standard office equipment and personal computers.

• Working knowledge of Microsoft Office including Word, Excel, and PowerPoint; Aggie Buy, Concur and Google Doc experience.

• Experience working with diverse individuals and communities.

Job Responsibilities 

Departmental Support

• Assist faculty with their calendar and travel arrangements including scheduling flights, reserving hotel, conference registrations, and preparing reports upon their return.

• Works closely with Business Coordinator on booking travel and reconciling expenses.

• Schedule rooms for department, faculty, and lab meetings; setting up meetings; coordinates lunch orders/dinner reservations.

• Place orders for gases, liquid nitrogen, dry ice, etc.; gather and distribute mail daily; mail box assignments; answer phones; assist in planning departmental functions; office supply ordering/inventory; updates and manages website content; MPIM Org Chart; photos of new hires for announcements and display monitor outside of office; Facebook; directory updates; phone lists; bulletin boards.

• Serves as backup to Accounting processes - entering invoices in AggieBuy, scanning to Laserfiche; Records Retention Coordinator; assist Administrator, Business Administrator and Department Head with special projects.

​Seminar Coordinator: 

• Coordinate with host and speakers for on campus visit; compile meeting schedule for guest; prepare and send announcement to different campus groups; schedules rooms for host and distance site; prepare refreshments and sets-up meeting.

• Works closely with Business Coordinator on booking travel and reconciling expenses. 

Journal Club Coordinator 

• Schedule speakers for each semester; send out announcement to department; orders and sets-up lunch; schedules room. 

Research in Progress Coordinator 

• Coordinates schedule of speakers; sends out notices via email; orders and prepares light receptions and clean up afterward. 

Other Duties

• Performs other duties as assigned .

In accordance with the  federal contractor vaccination mandate , specific facilities at Texas A&M University 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.

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.