Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Large Animal Clinical Sciences

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

The Large Animal Clinical Sciences Department is dedicated to the well-being and care of all of its patients. We work with great people, great clinicians, and great educators with a passion for animals and educating others that allows us to provide total care for animal patients while helping to train the next generation of veterinarians at the only veterinary teaching hospital in the state of Texas!

What we want

We are seeking an Administrative Coordinator who will be responsible for coordinating administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance. Specifically, this position is responsible for conducting office management and coordinating scholars' visitation. If you are looking to become more proficient as a business professional, this job has the latitude to help you do just that, with a huge opportunity for growth and development. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description appeals to you, we encourage you to apply to be considered for this great 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.

• Three years of experience in office administration.

Required Knowledge, Skills, and Abilities:

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

• Ability to multitask and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organization skills.

Preferred Education and Experience:

• Bachelor’s degree.

• Four to six years of office administration experience.

Responsibilities:

• Office Manager/Administration - Manages scheduling and maintains calendar for departmental conference rooms.  Schedules department meeting dates. Provides ongoing administrative support for scheduling monthly service meetings, as well as other meetings when necessary, including but not limited to coordinating meetings and managing meeting times. Distributes agendas, articles, and reminders. Serves as staff representative on VLCS Research and Graduate Studies Committee and attends monthly meetings of the RGS. Processes internal research grants. Monitors submission of grant reports. Works with faculty representative to schedule and coordinate seminar dates. Distributes flyers and coordinates location for VLCS Seminar Series presentations. Provides administrative support for Faculty Mentorship Committee. Works with department head to determine faculty office space assignments. Anticipates upcoming and ongoing needs.  Manages website content and directory for the department. Represents VLCS in the CVM website working group. Applies, interprets, and communicates University Policies and Procedures. Assists in complex, highly sensitive, and confidential administrative matters. Responds to non-routine information requests. Develops, evaluates, and ensures adherence to office procedures. Researches, compiles and applies information, making evaluative judgements on appropriate data to use. Gathers information and conducts research in support of departmental administrators.

• Intern/Resident Coordinator - Communicates with program directors to revise and update program descriptions. Enters positions in Veterinary Intern and Resident Matching Program (VIRMP), monitors project timelines and deadlines, and receives and documents all applicants. Identifies issues and communicates these with program director. Provides match results to program directors. Processes applicants in Interfolio. Compiles applications for Search Committee review. Processes new-hire paperwork for incoming interns/residents. Maintains and updates information in intern/resident handbook. Schedules and coordinates orientation for interns/residents. Manages budget for meals during orientation. Plans and coordinates annual intern/resident banquet, including managing budget. Collects and verifies absence and change of duty forms and submits to HR. Distributes intern evaluations to faculty, compiles results, and provides them to Program Director. Monitors submission of resident evaluations for issues, compliance with accredited programs, and completion. Reports any issues and/or violations of compliance to Department Head.

• Visiting Scholar Coordinator - Works with faculty to bring in visiting scholars. Processes paperwork for visiting scholars and students (US & International) including working with immigration to determine which visa is needed. Secures all necessary approvals from the University. Works with Immigrations Services for Faculty and Scholars (ISFS) to compile documentation for Visa approvals. Completes background checks, emergency contact forms, rabies titer, and waiver to hold A&M harmless. Submits required paperwork to Veterinary Medical Teaching Hospital (VMTH). Secures building access and arranges parking.

• General - Is responsible for answering departmental telephones. Provides back-up to Executive Assistant and may review and sign documents for supervisor during Executive Assistant’s absence. Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures. Manages and coordinates clerical duties for the faculty members of the department. Assists with and creates general correspondence, recommendation letters, nomination letters, forms, and CV’s. Maintains office supplies and equipment and coordinates maintenance, as needed. Serves as the custodian of multi-use keys and parking tags. Orders and provides nameplates, mailbox name plates, and business cards for faculty. Looks-up patient information in VMTH electronic Veterinary Medical Information System (VMIS) to facilitate getting reports from clinicians to insurance companies. Coordinates office records retention. Plans and coordinates retirement reception for faculty, staff, including managing budget. 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.

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.

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.