Senior Administrative Coordinator I

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M University

Department

Dean Of Veterinary Medicine

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 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

The Texas A&M College of Veterinary Medicine & Biomedical Sciences (CVM) is an institution that represents 100 years of growth from a small school of veterinary medicine in 1916 to its present role as a major veterinary educational, medical, and research center. Today, we are one of the largest colleges of veterinary medicine in the United States, training nearly 600 Doctor of Veterinary Medicine students each year. We support collaboration and teamwork that turns today's discoveries into proactive solutions for animals, humans, and the environment. Together, we strive to support the goals of the faculty, staff and students in teaching, research and outreach programs.  To learn more, please visit our website https://vetmed.tamu.edu/

What we want

Senior Administrative Coordinator will work under the direction of the Executive Associate Dean and Director of Diversity, Equity and Inclusion of the School of Veterinary Medicine & Biomedical Sciences (VMBS). This position provides complex administrative support to the Executive Associate Dean and the Assistant Dean of Professional Programs Admissions and includes support of outreach, recruitment, and education, particularly as it applies to promoting, creating, and sustaining a positive, professional and inclusive learning environment.

What you need to know

Compensation will be commensurate to selected hire’s experience.

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 .

As a Healthcare facility, The Veterinary Medical Teaching Hospital COVID-19 guidelines may vary from those located on the Division of Human Resources and Organizational Effectiveness’ website.

Required Education and Experience:

•  Bachelor's degree or equivalent combination of education and experience

• Six years of experience in office administration

Required Licenses and Certifications:

• 40-hour Basic Mediation Training

• Difficult Dialogue Training

• Inclusion training (ex: Aggie Allies, Bystander Intervention, Green Dot, Step In Stand Up, etc.)

Required Knowledge, Skills, and Abilities:

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

• Ability to organize, work effectively, and prioritize objectives with a high level of discretion and independent judgment and initiative

• Ability to multi-task and work cooperatively with others

• Interpersonal and communication skills

• Planning and organization skills

Preferred Experience

• Administration experience at executive level, staff leadership roles, engagement with diversity and inclusion activities, leading collaborative teams engaged with assessment activities, and experience in coordinating faculty searches and promotion and tenure processes

Preferred Knowledge, Skills, and Abilities:

• Skilled communicator across units and personnel

• Effective conflict manager

• Ability to work in confidence with complex, highly sensitive matters

• Proficient in understanding and use of Interfolio for faculty promotion and tenure work flow

• Compiling information and creating newsletters

Responsibilities:

Essential Duties/Tasks

• Administrative: Provides complex administrative support to the Executive Associate Dean and the Director of Diversity, Equity, and Inclusion (DEI).  Keeps the Executive Associate Dean’s calendar.  Applies, interprets and communicates University policies and procedures related to faculty affairs and DEI and serves as a resource for such for Dean’s Office staff.  Provides direct leadership within the Dean’s Office for the coordination of search committees.  Participates in the planning and execution of administrative operations.  Coordinates administrative support functions.  Plans and coordinates administrative activities and services.  Monitors project timelines and identifies issues.  Performs special analyses and project summaries. Prepares and reviews operational and special reports.  Assists with completion of the school’s interim accreditation report and full accreditation report.  Makes recommendations for process improvements, administrative changes, or new initiatives. Organizes and manages meetings, participates in Executive Committee meetings with the Chief of Staff, as necessary.  Directly supports the Chief of Staff on specific school strategic initiatives.

• Faculty Relations: Serves as liaison between the School and the Office of Texas A&M Vice President for Faculty Affairs by coordinating faculty development leave requests, supporting faculty hiring through document and approval management.  Keeps the award's calendar, coordinates and tracks submissions for faculty nominations for college, university, national and international awards for teaching, research, and service excellence.

• Diversity, Equity, and Inclusion: Assists the Assistant Dean of Professional Programs Admissions with the preparation of VMBS diversity newsletters, VMBS Diversity and Inclusion analyses and project summaries such as the VMBS Diversity Accountability Report, annual Higher Education Excellence in Diversity (HEED) report, as well as data for other diversity and inclusion award programs.  Supports the climate, diversity, wellness, and inclusion activities of the VMBS, including meeting organization, event coordination, travel for event participants and making purchase orders.  Assists with website maintenance and development of outreach materials.  Communicates with the Director of Marketing for event promotion.

• Promotion and Tenure: Coordinates the Promotion and Tenure process for the school which includes organizing meetings for school level committee, compiling promotion and tenure packets for school level committee and Dean, and reviewing and submitting to the Faculty Affairs office through Interfolio after final edits and review.

• Travel Coordination: Coordinates travel arrangements and prepares itineraries for faculty, staff, and the Chief of Staff.  Assists with the planning and coordination of meetings, seminars, and other special events for the school and the school’s Executive Committee.

• Records Retention: Supervises the creation, maintenance and retention of office files and records. Serves as records retention officer for the Office of the Dean and coordinates with IT for management of digital records. Performs other duties as assigned. 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.