Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Psychiatry and Behavioral Science

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 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 to serve as a member of the Psychiatry team. The Administrative Coordinator I will coordinate and provide administrative support for the faculty and staff in department of Psychiatry and Behavioral Science. This position compiles data and statistical computations for annual surveys and reports for the department. Coordinate student’s tuition. Select and plan for facility’s needs, equipment and food for events as well as seminars, receptions. Handles business travel for faculty and staff.  Act as department parking representative. Maintain inventory and order office supplies. 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. We desire an individual who subscribes to and supports our commitment as stated above. If this is you, we invite you to apply to become a member of our team.

What you need to know

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 Knowledge, Skills, and Abilities:

• Ability to multitask and work cooperatively with others

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

Preferred Experience:

• Administrative experience working with diverse individuals and communities

• Administrative experience at an executive/department head leve

Preferred Knowledge, Skills, and Abilities:

• Ability to prioritize objectives with a high level of discretion and independent judgement and initiative

• Interpersonal and communication skills.

• Planning and organization skills

Responsibilities:

• Departmental Planning - Coordinates administrative support functions. Plans and coordinates administrative activities and services. Participates in the planning and execution of administrative operations.  Plans and coordinates meetings, seminars, and other special events including scheduling rooms and setup.  Attend departmental monthly meetings and takes minutes.  Assist in arranging Grand Rounds and other department meetings and symposiums. 

• Travel - Coordinates travel arrangements and prepares itineraries for faculty, staff and guests including speakers and candidates.  Includes entering requests in Concur, making hotel and parking arrangements. 

• Reports and Correspondence - Prepares and distributes seminar notices to department. Compiles data and statistical computations for annual surveys and reports for department.  Ensures completeness and accuracy of documents.  Often verify, process, review, and/or sign forms regarding these surveys, reports, and other correspondence for administrator. 

•  Record Keeping - Coordinates office records retention and maintains office references and resources materials.  Updates departmental email lists, serves as parking liaison, requests building access, and issues keys.  Updates yearly software licenses (Adobe, SPS). Track yearly service agreements and obtain yearly quotes for department.  Departmental liaison for facilities, maintenance, and OIT.  Serves as Property and Inventory Liaison.

• Onboarding - Monitors compliance with policies and procedures regarding new employees and visitors. Prepares documents and processing of non-TAMSHC students and visitors. 

• Graduate Students - Coordinate with TWAPMTS and School of Medicine Business Affairs for tuition, fees, and payments each semester.  Verify with students that tuition waivers have been filed each semester.  Work with Business Administrator and PIs to verify account numbers.

• Processes and support - Makes recommendations for process improvements, administrative changes, or new initiatives. Plans, implements, coordinates, analyzes, monitors, and evaluates administrative support functions at the direction of the Director.

• Support for Clinic - Provide coverage for the clinic admin and supervision coverage for student workers in the Outpatient clinic. 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.