Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Rural And Community Health Institute

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 & lived experiences.  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, Texas A&M Health 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, under general supervision, performs and coordinates administrative and program support functions for the Rural and Community Health Institute. This role exercises discretion and independent judgment with respect to matters of significance.

What you need to know

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

• Bachelor’s degree in applicable field or an equivalent combination of education and experience

• Two years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Ability to multi-task and work cooperatively with others

• Ability to work with sensitive information and maintain confidentiality

• Ability to work independently on multiple projects and meet deadlines

• Ability to understand, follow, and give verbal and written instructions

• Ability to use and manage Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams

• Ability to comply with federal, state, departmental, and Texas A&M University System laws, policies, rules, and regulations

• Strong written and verbal communication skills

• Strong proofreading and editing skills

• Strong customer service skills

• Interpersonal and organizational skills

• Time management and planning skills

• Attention to detail

• Ability to travel, as needed

Preferred Qualifications:

• Bachelor's degree in Business Administration, Healthcare Administration, or related field

• Five years of related experience in administration and/or program coordination/support in a healthcare environment or related field

• Experience in managing multiple calendars/deadlines

• Working knowledge of integrated collaboration tools, including Office 365, SharePoint, OneDrive, and Adobe Acrobat Professional

• Working knowledge of communication/meeting technologies, including ZOOM, webinar conferencing, and WebEx. Knowledge of medical terminology

• Knowledge of confidentiality laws and regulations, including HIPAA and FERPA

• Valid Texas Driver’s License

Responsibilities:

Administrative Support

• Plans and coordinates daily workflow to prioritize administrative activities and services.

• Provides primary administrative support to the Rural Community and Health Institute’s Quality Director and Physician Peer Review Program Manager.

• Participates in the planning and execution of administrative operations. 

• Plans, coordinates, and provides logistical and administrative support for meetings, seminars, and other events, to include on-site support, in both virtual and face-to-face modalities.

• Develops, monitors, evaluates, and ensures adherence to office procedures.

• Provides technical information and guidance regarding administrative procedures and services to agency executives, management, and staff.

• Assists in making travel arrangements, preparing itineraries, and tracking expenses and reimbursements for program staff.

• Oversees the training, scheduling, and daily work assignments of student workers in conjunction with the program manager.

• Prioritizes administrative activities and services related to all assigned programs.

• Develops new required administrative and/or technical procedures.

• Coordinates office and staff equipment inventory.

• Maintains a variety of fiscal and administrative records. 

• May attend meetings on behalf of the supervisor.

• Performs other duties as assigned.

Correspondence/Reports

• Receives and reviews operational and special reports and other documents, including proofreading, editing, and final formatting of reports and documents.

• Performs advanced word processing, presentation, and data management activities.

• Ensures correct data is being sent to hospitals and facilities requiring a high level of detail.

• Researches, interprets, compiles, and responds to inquiries about rules/regulations as well as policies/procedures. 

• Prepares high-quality written reports, email correspondence, letters, memoranda, updates, summaries, publications, and presentations in final format.

• Compiles materials, prepares agendas, and distributes minutes for meetings. 

• Performs special analyses and project summaries as assigned.

Program Support and Information Management

• Serves as the initial point of contact for customer, client, and stakeholder questions and communications.

• Evaluates incoming mail, correspondence, and inquiries, and distributes to appropriate individuals with instructions on action items as needed.

• Consults with program staff to identify program needs and provides administrative support as appropriate.

• Assists in creating, maintaining, retaining, and the secure file sharing of confidential records and files.

• Actively seeks ways to assist with efficiency while maintaining program improvements thoroughly. Communicates possible opportunities for improvement within processes and discusses plans for implementation with program manager/director. 

• Monitors/tracks deadlines for recurrent and one-time department and/or contract deliverables. 

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 prepopulate 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.