Rural Medicine Administrative Coordinator II

Updated: 2 months ago
Location: Bryan, TEXAS
Job Type: FullTime

Job Title

Rural Medicine Administrative Coordinator II

Agency

Texas A&M University Health Science Center

Department

Office of the Dean

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 by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

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 Rural Medicine Administrative Coordinator, under general supervision, will support the Rural Medicine Program by coordinating administrative support to include but not limited to travel coordination, meeting management, event support, and communication assistance.

What you need to know

Compensation will be commensurate to selected hire’s experience.

Other Requirements and Factors: This position is funded by TX A&M Care grant funds. Should funding cease, the position is subject to termination.

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

  • 3 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 Qualifications:

  • Previous TAMU experience

  • Experience using Concur

  • Experience using Microsoft 365 to include SharePoint and Teams

Responsibilities:

  • Travel Coordination: Coordinates travel arrangements for Executive Director and Director of Rural Medicine Outreach – to include but not limited to hotel reservations, rental cars, parking, airfare. Files travel expense reports for Rural Medicine team. Manages fleet vehicle to include scheduling it for transportation services, filing expense reports, maintaining fleet vehicle documentation.

  • Meeting Management: Acts as the initial point of contact for all meeting inquiries for the Rural Medicine Program. Coordinates regularly scheduled and requested impromptu meetings for rural medicine team. Drafts and disseminates meeting agendas to appropriate parties. Coordinates dates, locations, attendees, agenda, and communications for quarterly Rural Medicine Advisory Board. Prepares and disseminates Rural Medicine Advisory Board agendas and supplemental documentation to include post-meeting minutes in a timely manner. Prepares presentation packets for Director of Rural Medicine Outreach meetings. Coordinates availability of team members with other offices using calendars in outlook. File business meeting expense reports, following TAMU and State guidelines.

  • Administrative Support: 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. May assist in the development of budget. Reviews and signs documents for supervisor. Attends meetings or committees on behalf of supervisor. Analyzes program, project, or initiatives. Monitors project timelines and identifies issues. Adapts, combines, and makes improvements to services, processes, or programs. Formulates, interprets, and/or implements management policies or operating practices. Develops administrative and technical procedures. Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures. May monitor compliance with policies and procedures. Performs special analyses and project summaries. Prepares and reviews operational and special reports. Coordinates office records retention and maintains office references and resources materials.

  • File, Record, and Inventory Maintenance: Assists in maintaining team SharePoint sites, shared documentation and presentations, schedules to include student rotation schedules. Assists in updating budgetary documents as needed. Maintains inventory documentation for computers and office supplies. Assists in ordering and organizing Rural Medicine swag items and business cards. Files all expense reports related to rural medicine program.

  • Communication Support: Supports team members with creating documents used in site visit packets, ISD packets, student packets to include rural medicine distinction documentation. Maintains the rural medicine email address. Disseminate emails to appropriate team members and respond to emails. Works with Marketing and Communications to update communication and advertisement materials for the Rural Medicine Program. Creates event flyers for students, student events, and program initiatives.

  • Events: Assists with planning and physically working at medicine initiative events to include conferences, tours, appreciation tours and events, seminars, workshops, and student camps. 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.


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