Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University Health Science Center

Department

Ibt-Office Of The Director

Proposed Minimum Salary

Commensurate

Job Location

Houston, Texas

Job Type

Staff

Job Description

What we believe

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 II to serve as a member of the Office of the Director’s team. 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 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. If this is you, we invite you to apply to become a member of our team.

Job Summary: The Administrative Coordinator II works under general supervision and coordinates administrative support for the Office of the Director. Provides administrative support to include the exercise of discretion and independent judgement with respect to matters of significance.

Required Education and Experience:

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

• Three years of related experience.

Required Special Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills and presentation skills.

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

• Interpersonal and communication skills.

• Planning and organizational skills.

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

• 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.

• Experience working with diverse individuals and communities.

Other Requirements or Other Factors:

• May be required to travel to other TAMU campuses or work sites.

Job Responsibilities:

• Administrative Support: Provides administrative support to the Office of the Director or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance.
  Drafts and manages correspondence and communications, and coordinates travel (prepares travel arrangements, itineraries and processes travel reimbursements) for the Office of the Director.
  Coordinates administrative support functions. Plans and coordinates administrative activities and services. Analyzes requirements for projects or initiatives. Provides support for long-range planning.
  Participates in the planning and execution of administrative operations. May serve as the office manager. Monitors office procedures. Develops, evaluates, and ensures adherence to office procedures. Compiles reports, maintains records and other documents.
  

• Meetings and Visitors: Plans and coordinates logistical and administrative support for events, meetings or other special functions and provides on-site support. May take minutes at meetings. Coordinates special events.
  Formulates, interprets, and assist with implementing management policies, or operating practices. Communicates administrative policies, procedures, standards, and methods. Coordinates and monitors action items and assignments made by administrators.
  Plans and prepares reports, manuals, and publications. Acts as administrator’s representative in dealing with third parties. May attend meetings or committees on behalf of manager.
  Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies, and procedures.
  Act as point of contact for visitors and guests. Validate parking.
  Schedules and approve usage of conference rooms and other areas.
  

• Fiscal Support: Enters invoices and orders into fiscal system. Order office supplies. Reconcile procurement card. Reconcile validated parking for the Office of the Director.
  Processes membership dues for the Executive Director. Performs special analyses and project summaries. Prepares and reviews operational and special reports.
  Coordinates office records retention and maintains office references and resources materials.
  Makes recommendations for process improvements, administrative changes, or new initiatives.
  May assist in the development of budget.
  

• Communication:Maintain and keep the IBT Calendar up-to-date. Assists by updating website and social media.
  

• Other Duties: 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.