Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Ibt - Cedp - Dashwood

Proposed Minimum Salary

Commensurate

Job Location

Houston, Texas

Job Type

Staff

Job Description

Our Commitment

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 team member in the Center for Epigenetics and Disease Prevention. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring their experience to the position and understand the demands of supporting the department 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. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Cover Letter/Resume’: A cover letter and resume’ are strongly recommended. You may upload these documents on the application under CV/Resume.

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

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

• Two years of experience in office administration.

Required Knowledge, Skills, and Abilities:

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

• Ability to multi-task and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organizational skills.

• 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, inclusion, and equality of all faculty, staff, students and visitors. 

Preferred Experience:

• Experience in Higher Education/Research Institute preferred. 

• Prior experience in research administration and grant submission/management.

• Experience working with diverse individuals and communities.

Preferred Licenses and Certifications:

• CAP – Certified Administrative Professional or CRA – Certified Research Administrator.

Responsibilities:

• Acts as administrative assistant to unit director and coordinates administrative matters between the unit, faculty members and personnel from the offices within and outside TAMU and the IBT.

• Plans and executes unit events and activities. Serves as office manager for the unit. Monitors and updates office policies and procedures. Develops, evaluates, and ensures adherence to office policies and procedures. Reviews and signs documents for supervisor. Attends IBT internal meetings or committees on behalf of unit director.

• Formulates, affects, interprets, and implements management policies and operating practices for the unit. Reviews and develops administrative and technical procedures.

• Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures for the unit. Monitors compliance with Federal/TAMU/IBT policies and procedures.

• Performs special analyses and project summaries. Coordinates and supervises the creation, maintenance, and retention of office files, records, office supplies and equipment. Drafts memos, letters and information for reports. Proofreads and corrects correspondence, letters, print material, manuscripts and reports for Director, faculty and personnel.

• Coordinates travel arrangements and prepares itineraries for faculty and other unit personnel. Coordinates meetings, seminars, travel arrangements, room reservations, audio/videoconference presentations, setup requests and other special events. Provide on-site support for faculty, unit personnel, and guests.

• Makes recommendations for process improvements, administrative changes, or new initiatives for efficiency in the unit. Purchases supplies requests for the unit. Monitors, advises and updates the accounts for unit Director and faculty. Coordinates grants and accounts to ensure correct setup. Maintains and updates yearly inventory.

• Coordinates administrative support functions and matters between unit director, faculty and various departments throughout IBT, TAMU and the TMC (e.g., Dept. Clinical Care Prevention, MDACC). Assists in preparation and administration of grants and contracts. Assist with submission of annual grant reports.

• Analyzes requirements for projects or initiatives. Provides technical information regarding administrative procedures, services, or programs. Acts as Fire Warden for the unit and as IBT member trained in CPR, first aid, and AED use. Participate as member of the Laboratory Safety Committee, as well as member of several IBT event committees.

• Places advertisements for technical positions and uses online employment program to monitor applicants for positions in the unit. Maintains applications for faculty positions. Coordinate faculty recruitment and search committees for appointments. Assists Director and faculty members with personnel evaluations and update position descriptions. Assists new employees with relocation to lab and advises on System and IBT policies and procedures. Visiting scholar packet completions, when needed.

• 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/AffirmativeAction/Veterans/Disability Employer committed to diversity.