Administrative Coordinator II

Job Title

Administrative Coordinator II

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

We are seeking an Administrative Coordinator who will be responsible for providing staff support, while exercising independent judgment for two senior faculty members, their research groups and administrative support for the Center for Chemical Characterization and Analysis (CCCA). This position will also support personnel which includes the CCCA director, Elemental Analysis Lab (EAL) service laboratory manager and supervising the CCCA’s student worker positions. A summary of this position's specific duties include: supporting our research teams, conducting financial operations, coordinating travel arrangements, supporting academia and supervising processes as well as staff. 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:

• 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 Experience:

• Five years administrative and supervisory experience in higher education including five years in technical/research administrative assistant experience with TAMU.

• Working knowledge of TAMU online protocols for fiscal accounting, purchasing, travel and personnel management.

Preferred Knowledge, Skills, and Abilities:

• High degree of initiative and ability to think and work independently.

• Maintain a high level security for sensitive information.

• Experience with International/foreign knowledge/awareness.

• Experience with scientific-technical typing and journal publications procedures and submissions.

• Experience with grant funding proposal procedures and submissions.

• Moderate to advanced knowledge of Microsoft Office.

Responsibilities:

• Research - Maintains research groups’ personnel files. Liaison between research groups’ members of many different nationalities and departmental HR office for personnel functions and transition including new hires, departing group members, training and evaluations. Keeps abreast of University policy and procedures and assists personnel in maintaining compliance. Requests and maintains group members’ quarterly reports. Assists group members with prelims and final defense logistics. Gathers information and posts various group schedules, logs, etc. and continuously updates as needed. Provides information and assists with maintaining groups’ websites, Listserv accounts, online videoconferencing applications and maintenance requests. Maintains faculty calendars, C.V.s, NIH and NSF bio-sketches and current/pending support documents, publication databases, office reference materials and resource files. Schedules appointments, meetings and aids faculty with various local committees/board responsibilities. Assists faculty by drafting documents, reports, communications, and the non-technical aspects of grant proposal preparation, management and reporting. Handles non-scientific publication aspects of publishing activities such as binding of Ph.D. dissertations. Coordinates seminar logistics, schedules and announcements. Communicates with event planners for logistics support and provides administrative functions for scientific conferences. Supervises internal and external mail distribution, shipments and receiving of parcels and packages from/to courier services-US and International including complex International shipment/receipt of sensitive custom specialty instruments.

• Financial - Maintains accounting spreadsheets and funding files. Interfaces business activities and multiple University fiscal accounts including account balances, budget documents, purchase requests, requisition processing, and allocation through on-line protocols including FAMIS, AggieBuy, Canopy and Maestro. Independently investigates and resolves transaction errors.  Approves routine financial matters. Analyzes financial data, compiles financial reports for multiple accounts, and advises on financial status. Composes business-related correspondence and provides budgetary assistance. Controls the CCCA’s Purchasing Credit Card.Oversees the card use, allocates, reconciles monthly purchases and prepares statements for approval, prepares reports for AP and credit card audits. Collects EAL service analyses performed reports, coordinates them with the appropriate approved testing agreements, creates the spreadsheet and requests the provision of invoicing information for receivables from University business organizations for services performed by EAL and industrial users. Monitors AR through IPayment and FAMIS. Maintains on-time handling and collection of AR to comply with University policies. Creates and administers the lab’s store within Marketplace for AR credit card payments and forwards this payment option to customers. Requires familiarity with the procedural requirements of internal and external agencies (PCI Standards).

• Travel - Coordinates/assists with travel arrangements, registrations, reservations, and reimbursements for faculty, research staff and students utilizing CONCUR, etc. Prepares expense reports in CONCUR for approval. Maintains travel folders and files. Disseminates travel information and updates on rules and procedures including conference updates. Coordinates travel, lodging accommodations, logistics, and reimbursements; and, maintain files for visiting scientists, seminar speakers and other visitors to Chemistry (US and International). Explains GLACIER and other international procedures to visiting international dignitaries. Composes business-related correspondence involving travel matters and inquiries. Keeps all travel cards secured for the CCCA group when not in use.

• CCCA - Manages the office of a University level instrumentation research center.  Handles all administrative matters while using independent judgment, discretion and initiative. Serves as assistant to the Director and represents the Director when requested. Serves as liaison between customers and Director/Staff, answers questions, resolves issues, and/or prepares information for Director's response.  Leads and directs all administrative office procedures and resolves administrative issues for the Center that may be of sensitive nature, especially confidential matters. Creates, compiles, and prepares information and statistics and/or reviews forms and annual reports for the Director's signature. Reviews Center procedures, initiates improvements, develops processes and methods as needed based on evolving University policies and procedures. Manages multiple projects concurrently from start to finish maintaining a command of details, timelines and next steps. Requires frequent communication with facility users to include distinguished scientists, high-level government and industrial officials and potential funding agencies. Oversees property inventories for the Center which includes CCCA, Chemistry, TEES and other facility needs that includes AggieWorks, property transfers, Room Inventory and Space Needs, Approval to Extend Credit, Service Department Self-Certification and "ISAAC" Report. Maintains Center's records such as historical, and licenses by utilizing University record management and retention procedures. Monitors telephone use records and advises accordingly on Center's and University policies. Executes and controls access to the Center, a restricted facility that handles radioactive materials and high voltage instruments using BARS and Frontier Matrix. Responsible for distribution and security of Center's keys and maintains the log. In coordination with other senior faculty and staff, assists in the preparation of facility usage reports.

• EAL - Coordinates material for distribution via the EAL website including customer information sheets. Initiates and distributes the Contract/Agreement Approval Transmittal Form for each customer and coordinates with the University’s Contract Administration Office to ensure all work performed for outside entities is under contractual testing agreements. Maintains contractual testing agreements files and tracks routing of approvals for industrial users. Acts as primary administrative contact for coordination of contract execution and payment reoccurring and one-time for services rendered. Assists with the EAL’s biennial rate study.

• Academic - Aids faculty with academic responsibilities including CV and Syllabi utilizing Howdy and e-Campus. Prepares course materials and presentations. Communicates information to students. Maintains class rosters and files.

• Supervisory - Supervises and is responsible for hiring, training, coaching, answering questions, writing and reviewing staffing procedures, workload and work priorities and evaluating the work of student workers.  Organizes work schedules and approves time sheets in TimeTraq. Coordinates student workers attendance of TAMU student employee trainings. Identifies tasks including maintaining office equipment, organizing storage closets and campus errands. Supervises mail pickup and distribution, and receipt of shipments by unpacking, cataloging and set-up. Guides crucial special tasks such as cataloging donated historical documents provided to CCCA

• 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/Affirmative Action/Veterans/Disability Employer committed to diversity.

Job Title

Administrative Coordinator II

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

We are seeking an Administrative Coordinator who will be responsible for providing staff support, while exercising independent judgment for two senior faculty members, their research groups and administrative support for the Center for Chemical Characterization and Analysis (CCCA). This position will also support personnel which includes the CCCA director, Elemental Analysis Lab (EAL) service laboratory manager and supervising the CCCA’s student worker positions. A summary of this position's specific duties include: supporting our research teams, conducting financial operations, coordinating travel arrangements, supporting academia and supervising processes as well as staff. 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:

• 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 Experience:

• Five years administrative and supervisory experience in higher education including five years in technical/research administrative assistant experience with TAMU.

• Working knowledge of TAMU online protocols for fiscal accounting, purchasing, travel and personnel management.

Preferred Knowledge, Skills, and Abilities:

• High degree of initiative and ability to think and work independently.

• Maintain a high level security for sensitive information.

• Experience with International/foreign knowledge/awareness.

• Experience with scientific-technical typing and journal publications procedures and submissions.

• Experience with grant funding proposal procedures and submissions.

• Moderate to advanced knowledge of Microsoft Office.

Responsibilities:

• Research - Maintains research groups’ personnel files. Liaison between research groups’ members of many different nationalities and departmental HR office for personnel functions and transition including new hires, departing group members, training and evaluations. Keeps abreast of University policy and procedures and assists personnel in maintaining compliance. Requests and maintains group members’ quarterly reports. Assists group members with prelims and final defense logistics. Gathers information and posts various group schedules, logs, etc. and continuously updates as needed. Provides information and assists with maintaining groups’ websites, Listserv accounts, online videoconferencing applications and maintenance requests. Maintains faculty calendars, C.V.s, NIH and NSF bio-sketches and current/pending support documents, publication databases, office reference materials and resource files. Schedules appointments, meetings and aids faculty with various local committees/board responsibilities. Assists faculty by drafting documents, reports, communications, and the non-technical aspects of grant proposal preparation, management and reporting. Handles non-scientific publication aspects of publishing activities such as binding of Ph.D. dissertations. Coordinates seminar logistics, schedules and announcements. Communicates with event planners for logistics support and provides administrative functions for scientific conferences. Supervises internal and external mail distribution, shipments and receiving of parcels and packages from/to courier services-US and International including complex International shipment/receipt of sensitive custom specialty instruments.

• Financial - Maintains accounting spreadsheets and funding files. Interfaces business activities and multiple University fiscal accounts including account balances, budget documents, purchase requests, requisition processing, and allocation through on-line protocols including FAMIS, AggieBuy, Canopy and Maestro. Independently investigates and resolves transaction errors.  Approves routine financial matters. Analyzes financial data, compiles financial reports for multiple accounts, and advises on financial status. Composes business-related correspondence and provides budgetary assistance. Controls the CCCA’s Purchasing Credit Card.Oversees the card use, allocates, reconciles monthly purchases and prepares statements for approval, prepares reports for AP and credit card audits. Collects EAL service analyses performed reports, coordinates them with the appropriate approved testing agreements, creates the spreadsheet and requests the provision of invoicing information for receivables from University business organizations for services performed by EAL and industrial users. Monitors AR through IPayment and FAMIS. Maintains on-time handling and collection of AR to comply with University policies. Creates and administers the lab’s store within Marketplace for AR credit card payments and forwards this payment option to customers. Requires familiarity with the procedural requirements of internal and external agencies (PCI Standards).

• Travel - Coordinates/assists with travel arrangements, registrations, reservations, and reimbursements for faculty, research staff and students utilizing CONCUR, etc. Prepares expense reports in CONCUR for approval. Maintains travel folders and files. Disseminates travel information and updates on rules and procedures including conference updates. Coordinates travel, lodging accommodations, logistics, and reimbursements; and, maintain files for visiting scientists, seminar speakers and other visitors to Chemistry (US and International). Explains GLACIER and other international procedures to visiting international dignitaries. Composes business-related correspondence involving travel matters and inquiries. Keeps all travel cards secured for the CCCA group when not in use.

• CCCA - Manages the office of a University level instrumentation research center.  Handles all administrative matters while using independent judgment, discretion and initiative. Serves as assistant to the Director and represents the Director when requested. Serves as liaison between customers and Director/Staff, answers questions, resolves issues, and/or prepares information for Director's response.  Leads and directs all administrative office procedures and resolves administrative issues for the Center that may be of sensitive nature, especially confidential matters. Creates, compiles, and prepares information and statistics and/or reviews forms and annual reports for the Director's signature. Reviews Center procedures, initiates improvements, develops processes and methods as needed based on evolving University policies and procedures. Manages multiple projects concurrently from start to finish maintaining a command of details, timelines and next steps. Requires frequent communication with facility users to include distinguished scientists, high-level government and industrial officials and potential funding agencies. Oversees property inventories for the Center which includes CCCA, Chemistry, TEES and other facility needs that includes AggieWorks, property transfers, Room Inventory and Space Needs, Approval to Extend Credit, Service Department Self-Certification and "ISAAC" Report. Maintains Center's records such as historical, and licenses by utilizing University record management and retention procedures. Monitors telephone use records and advises accordingly on Center's and University policies. Executes and controls access to the Center, a restricted facility that handles radioactive materials and high voltage instruments using BARS and Frontier Matrix. Responsible for distribution and security of Center's keys and maintains the log. In coordination with other senior faculty and staff, assists in the preparation of facility usage reports.

• EAL - Coordinates material for distribution via the EAL website including customer information sheets. Initiates and distributes the Contract/Agreement Approval Transmittal Form for each customer and coordinates with the University’s Contract Administration Office to ensure all work performed for outside entities is under contractual testing agreements. Maintains contractual testing agreements files and tracks routing of approvals for industrial users. Acts as primary administrative contact for coordination of contract execution and payment reoccurring and one-time for services rendered. Assists with the EAL’s biennial rate study.

• Academic - Aids faculty with academic responsibilities including CV and Syllabi utilizing Howdy and e-Campus. Prepares course materials and presentations. Communicates information to students. Maintains class rosters and files.

• Supervisory - Supervises and is responsible for hiring, training, coaching, answering questions, writing and reviewing staffing procedures, workload and work priorities and evaluating the work of student workers.  Organizes work schedules and approves time sheets in TimeTraq. Coordinates student workers attendance of TAMU student employee trainings. Identifies tasks including maintaining office equipment, organizing storage closets and campus errands. Supervises mail pickup and distribution, and receipt of shipments by unpacking, cataloging and set-up. Guides crucial special tasks such as cataloging donated historical documents provided to CCCA

• 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/Affirmative Action/Veterans/Disability Employer committed to diversity.