Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Chemistry

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 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

Texas A&M University’s Department of Chemistry, is a cadre of faculty, staff, graduate students, postdoctoral fellows, academic advisors, scientific and technical staff, who have a shared purpose of translating our passion for chemistry to young scholars at all levels in many scientific fields. The Business Office strives to support the goals of the faculty, staff and students in teaching, research and outreach programs, and adheres to the professional standards and integrity in processing university Business. To learn more, please visit our website: http://www.chem.tamu.edu/

What we want

The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) 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

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:

• Working knowledge of spreadsheet, presentation, and word processing software programs
• Interpersonal and communication skills and ability to plan and organize effectively
• Ability to multi-task and work cooperatively with others 

Preferred Education and Experience:

• Experience with scientific-technical typing and journal publications procedures

Preferred Knowledge, Skills, and Abilities:

• Excellent interpersonal skills
• Good writing skills and organization ability
• Attention to detail/good proofreading skills
• Ability to work independently with a set of guidelines

Responsibilities:

• General Office Administration: Manages the administrative office of a continuously growing research group housed in a multi-million dollar, ten thousand square foot laboratory. Complex duties involve direction of day-to-day operations that involve contact with laboratory director, research scientists, postdoctoral research associates, graduate students, and visiting scholars. Resolves complex, highly sensitive and confidential administrative matters, relating to promotion, salaries, and educational and research activities, for all research personnel including letters of recommendation and IFSS forms. Provides academic support and assistance to group members, maintains visibility and is approachable to students of many different nationalities. Applies, interprets, and communicates University policies and procedures and serves as a resource for issues relevant to students and other group members. Anticipates needs and makes decisions regarding the relative importance of daily details and communication issues including frequent telephone contact with distinguished scientists, high-level governmental and industrial officials, and potential funding agencies personnel. Manages confidential departmental and committee work. Coordinates schedules and activities of the laboratory director. Develops, evaluates, and ensures adherence to office procedures. Monitors office procedures to eliminate duplication of effort and to streamline flow of operations. Maintains office supplies and equipment. Relieves laboratory director of routine operational details by handling numerous routine inquiries that do not require his attention. Hires, trains, supervises, and evaluates student assistants when needed for special projects. Plans and provides logistical and administrative support for meetings and special events involving visiting professors and potential faculty member appointments and provide agendas, schedules, and seminar materials.

• Financial Management: Manages all business matters for research group including budgets, purchasing, packing slip discrepancies, invoice matching, account reconciliation, and periodic financial reports for as many as twelve accounts. Familiarity with the procedural requirements of various internal and external agencies is required. Compiles statistics and directs preparation of periodic financial reports and research proposal budgets. Assists the Laboratory Director in maintaining compliance with safety regulations.

• Communication: Answers emails and draft all correspondence relating to non-academic and non-scientific matters such as letters, memos, reimbursements, payroll, and procurement of chemical equipment and supplies. Responds to non-routine information requests. Assembles intricate foreign travel arrangements including flight information as well as train, bus, and shuttle schedules, hotel accommodations, contact information and maps. Completes travel and leave request forms, advancements, and reimbursement forms.

• Publications: Research, compile and applies information, making evaluative judgments on appropriate data to use to prepare and edit various requested surveys and information for outside agencies such as national professional societies and funding agencies and for internal administrative units. Create and maintain databases necessary to track all administrative files and records involving space allocations, major equipment purchases and maintenance, accounting, and publishing activities of the laboratories.

• Research Coordination: In coordination with senior laboratory staff, University and Research Foundation personnel, oversees the preparation of all non-technical aspects of progress reports, continuation grant applications, and proposals to a variety of agencies for new funding, including budgets, on-line submission of project summaries and PDF supplements. Assists in editing journal articles and research papers with the detailed understanding of different formatting specifications when submitting to agencies and journals. Uses discretion and independent judgment to complete projects.

• Organization: Develops, organizes, and maintains the director's files and records. Creates and maintains administrative computer databases. Organizes and maintains large files of bibliographic materials, using specialized software, to support the director's biennial reviews of the literature in his field of chemistry expertise. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University and TAMHSC, 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.