Administrative Coordinator II

tamus; Bryan (TX); On-site; USD 50,000 - 65,000; Full time

Job summary

Texas A&M University Health Science Center in Bryan, TX seeks an Administrative Coordinator II to coordinate administrative support for the Medical Physiology department. You will manage calendars, prepare reports, and assist with policy compliance and stakeholder communications.

The role requires a Bachelor's degree or equivalent and at least three years of Office Administration experience. Responsibilities include coordinating travel, meetings, and records management, with flexibility to work

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration.
• Ability to multitask and work cooperatively with others.
• Knowledge of scheduling, records management, and meetings.

Responsibilities

• Coordinates administrative support, maintains the department head's calendar and meetings.
• Plans and coordinates administrative activities and services.
• Monitors office procedures and ensures adherence to office protocols.
• Reviews and signs documents for supervisor.
• Attends meetings or committees on behalf of supervisor.
• Prepares and reviews operational and special reports.
• Coordinates office records retention and filing system.
• Coordinates travel arrangements and itineraries.

Skills

Multitasking

Word processing

Interpersonal skills

Planning & organization

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Databases

PowerPoint

Job description

Job Title

Administrative Coordinator II

Agency

Texas A&M University Health Science Center

Department

Medical Physiology

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 & lived experiences. 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, Texas A&M Health 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 Administrative Coordinator II works under general supervision and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance.

What you need to know

• Schedule: This position may require work beyond normal office hours and/or work on weekends.
• Salary: Compensation will be commensurate to the selected hire's experience.

Responsibilities

Administrative Support Coordination

• Coordinates administrative support to include maintaining the department head's calendar and meetings.
• Plans and coordinates administrative activities and services.
• Monitors office procedures and ensures adherence to office protocols.
• Reviews and signs documents for supervisor.
• Attends meetings or committees on behalf of supervisor.
• Prepares and reviews operational and special reports.
• Coordinates office records retention and maintains office references, resource materials, and filing system.
• Coordinates travel arrangements and prepares itineraries.

Academic Collaborators/Visiting Scholars

• Plans and coordinates meetings, seminars, and other special events.
• Coordinates the ordering and maintenance of office supplies and equipment.
• Makes recommendations for process improvements or administrative changes.
• Coordinates with HR as needed; hires, supervises, trains, and evaluates the work of others.

Compliance and Policy Implementation

• Develops and maintains knowledge and understanding of relevant state guidelines.
• Interprets and applies guidelines to assist in determining residency status for students.
• Analyzes incoming inquiries and provides proper instructions for resolution.
• Reviews student records and analyzes situations to determine eligibility for tuition rebates.
• Coordinates with external departments for compliance with scheduling and registration rules.
• Works with stakeholders to resolve issues concerning access to teaching space.
• Ensures the integrity of data by monitoring submissions and identifying issues.

Departmental Duties

• Serves as the front office manager
• Manages badge requests, serves as the TAMU Parking Representative, and acts as the package liaison.
• Plans and coordinates department social events.

Provides support for Faculty Appointments, Promotion and Tenure

• Creates and manages polls, RSVPs, electronic forms, documents, routing, etc.

Special Projects and Reporting

• Performs special analyses and project summaries.
• Prepares documentation for appeals submitted to relevant panels.
• Assists in the development of college-level guidelines and protocols.
• Conducts new user training for scheduling systems.
• Coordinates continuous review of classroom utilization for efficiency assessments.
• Assists department head with special projects.
• Monitors project timelines and identifies issues.

Communication and Stakeholder Engagement

• Serves as a primary point of contact for inquiries related to registration administration.
• Maintains systems utilized for class schedule development and user security/access.
• Responds to non-routine requests regarding state policies.
• Consults with colleges and departments on best practices related to scheduling and registration.
• Prepares and takes minutes at meetings.
• Manages correspondence and communications for the office.
• Coordinates with others regarding webpage updates
• Other duties as assigned

Qualifications

Required Education and Experience

• Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration.

Knowledge, Skills, and Abilities

• Ability to multitask and work cooperatively with others.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Interpersonal and communication skills.
• Planning and organization skills.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much mor