Administrative Coordinator

The University of Texas at Dallas; Alaska; Hybrid; USD 48,000 - 62,000; Part time

Job summary

The University of Texas at Dallas seeks an Administrative Coordinator to provide high‑level administrative support to the Director of Sleep and Innovation Laboratories at the Center for BrainHealth. The role manages complex calendars, travel, and communications while coordinating meetings, events, and social media materials.

Ideal candidates will have a Bachelor's degree with at least three years of office administration or project management experience, and demonstrated discretion handling

Qualifications

• Bachelor's degree and 3+ years office administration or project management experience.
• Ability to handle confidential matters with discretion.
• Strong organizational and prioritization abilities.

Responsibilities

• Provide executive-level administrative support to the laboratory director, including calendar management and prioritization of meetings.
• Coordinate domestic and international travel arrangements and related documentation.
• Prepare and manage correspondence, reports, presentations, and briefing materials, including social media assets.
• Serve as primary contact for faculty, staff, students, and external stakeholders; respond professionally to inquiries.
• Coordinate meetings and events, including agendas, packets, room reservations, catering, and logistics.
• Assist in budgeting, procurement, and expense tracking, and coordinate with finance staff.

Skills

Organizational skills

Project coordination

Time management

Written communication

Verbal communication

Bilingual (Spanish)

AI tools familiarity

Education

Bachelor's degree

Tools

Claude

GPT

Gemini

Perplexity

Job description

Administrative Coordinator

2026-08-08 The University of Texas at Dallas all cities,AK

The Administrative Coordinator provides high-level, complex, and confidential administrative support to the Director of Sleep and Innovation Laboratories at the Center for BrainHealth, University of Texas at Dallas. This position plays a central role in enabling the efficient execution of the director's academic, research, administrative, public outreach, and strategic responsibilities. The Administrative Coordinator manages a high-volume and frequently shifting portfolio of activities, including executive scheduling, travel logistics, communications , meeting preparation, event coordination, financial and procurement support, technical and social media management, and liaison functions with internal and external stakeholders. The role requires sound judgment, discretion, exceptional organizational ability, and the capacity to manage multiple priorities in a fast-paced academic and research environment. This position serves as a key coordination point across university leadership, faculty, staff, students, external collaborators, donors, media partners, and other professional constituencies.

Minimum Education and Experience

Bachelor's degree and three years office administration or project management experience or an equivalent combination of education and experience.

Essential Duties and Responsibilities

Provide executive-level administrative support to the laboratory director, including complex calendar management, scheduling, prioritization of meetings, and coordination of competing commitments. Manage domestic and international travel arrangements, prepare itineraries, and coordinate travel authorizations, reimbursements, and related documentation in accordance with university policies. Draft, format, proofread, and manage correspondence, reports, presentations, briefing materials, and other professional documents, including the preparation through to deployment of social media assets. Serve as a primary point of contact for faculty, staff, students, university administrators, external collaborators, donors, and members of the public; respond to inquiries and route matters appropriately using professionalism and discretion. Coordinate meetings and events, including agendas, briefing packets, room reservations, catering, technology, parking, visitor logistics, and follow‑up communications. Support budget and operational processes, including procurement requests, purchasing card reconciliation, expense tracking, account support, and coordination with finance and administrative staff. Track action items, deadlines, approvals, and key deliverables across the Professor's academic, research, and administrative portfolio. Maintain organized electronic and physical filing systems for confidential and sensitive materials. Facilitate communications and operational coordination across research, teaching, university service, and center‑based initiatives. Assist in coordinating special projects, visiting speakers, advisory meetings, research‑center activities, and strategic initiatives. Prepare and assemble materials for internal and external meetings, presentations, and high-level engagements. Support onboarding and administrative coordination for students, trainees, staff, and visitors as needed, in partnership with relevant university offices. Exercise independent judgment in managing sensitive information, prioritizing requests, and escalating issues appropriately. Perform other duties and special projects as assigned.

Additional Information

Hours: This position is scheduled to work at a.75FTE, 30 hours per week and is eligible for benefits. Remote Work: A remote work schedule may be available, subject to business needs and departmental approval. Ideal candidate should possess: Excellent organizational, project coordination, and time-management skills. Strong written and verbal communication skills. Preference for bilingual, with added language being Spanish. This will serve Director of Sleep and Innovations Laboratory goal for expanding his educational outreach platform to all Spanish-speaking regions of the world. Ability to handle complex and confidential matters with professionalism and discretion. Ability to anticipate needs, solve problems, and follow through with limited supervision. Strong attention to detail and accuracy. Ability to manage multiple priorities and shifting deadlines. Professional judgment in representing the office and interacting with internal and external constituencies. Working knowledge of office systems, and executive support practices. The ideal candidate will also have mid-level skills in working with AI, especially Claude, but also GPT, Gemini, and Perplexity.

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