Administrative Coordinator II

Texas A&M University; Bryan (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Texas A&M University Health Science Center Department Medical Physiology in Bryan, TX is seeking an Administrative Coordinator II to provide comprehensive office management, calendar coordination, and event planning. The role includes process improvements, HR coordination, and ensuring compliance with state guidelines.

The position supports the department head, collaborates with faculty and staff, and handles reporting, travel arrangements, and scheduling systems.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration.
• Knowledge of word processing, spreadsheet, database, and presentation applications.

Responsibilities

• Coordinates administrative support, calendar management, meetings, and office procedures.
• Plans and coordinates meetings, seminars, and events; coordinates supplies and HR-related tasks.
• Develops and maintains knowledge of State guidelines; assists in determining residency status and tuition rebates.
• Manages front office operations, badge requests, parking liaison, and department events.
• Performs special analyses and project summaries; trains users of scheduling systems.
• Maintains scheduling systems communications, minutes, and office correspondence.

Skills

Multitasking

Communication skills

Interpersonal skills

Planning and organization

Word processing

Spreadsheets

Database management

Presentations

Education

Bachelor's degree or equivalent combination of education and experience

Tools

Microsoft Office Suite

Job description

Job Title

Administrative Coordinator II

Agency

Texas A&M University Health Science Center Department Medical Physiology

Job Location

Bryan, Texas

Job Type

Staff

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.
• 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.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee
• Living Well, a program at Texas A&M that has been built by employees, for employees

Equal Opportunity

Equal Opportunity/Veterans/Disability Employer. The Texas A&M University System is one of the largest systems of higher education in the nation, with a statewide network of twelve universities, eight state agencies, a comprehensive health science center, Texas A&M-Fort Worth and Texas A&M-RELLIS. The A&M System is committed to providing an educational and work environment that is conducive to the personal and professional development of each employee. Each member institution provides equal opportunity and access to all students, employees and prospective employees.

The Texas A&M System is an Equal Opportunity/ Veterans/ Disability Employer.