Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University Health Science Center

Department

Health Behavior

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

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 Health Behavior Department Administrative Coordinator II coordinates administrative support for department faculty, staff, and students to include the exercise of discretion and independent judgement with respect to matters of significance. Assists with the day-to-day operations within the department.

What you need to know

Responsibilities

Administrative Support Coordination

• Coordinates administrative support functions.

• Coordinates the maintenance and purchase of office supplies, business cards, and equipment.

• Coordinates office records retention and maintains office references and resource materials.

• Participates in the planning and execution of administrative operations.

• Receives, sorts, and routes mail and performs other mail services.

• Greets department visitors, answers and screens calls, provides general information and referrals, schedules appointments, reserves visitor parking, purchases parking permits for faculty and staff.

• Resolves complex and semi-complex issues.

• Plans and coordinates administrative activities and services.

• Monitors office procedures and ensures adherence to office protocols. 

• Ensures the integrity of data by monitoring submissions and identifying issues.

• Prepares and takes minutes at meetings.

Administrative Faculty & Staff Support

• Prepares and reviews operational and special reports.

• Performs special analyses and project summaries.

• May monitor compliance with policies and procedures.

• Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures.

• Serves as a primary point of contact for inquiries.

• Responds to non-routine requests regarding state policies.

• Makes process improvement recommendations to departmental leadership.

• Plans and coordinates arrangements for meetings, student events, workshops, travel, and/or other special events.

• Manages data entry and maintains data files.

• Processes reimbursement requests through the appropriate channels and follow through to completion.

• Process student forms, signature cards, and GARF forms.

• Develops and prints flyers/brochures/swag for Health Behavior department. Coordinates and posts activities to social media and websites to promote events and engage with the community.

• Maintain confidentiality of sensitive information.

Event Coordination and Planning

• May plan and manage events related to the department.

• Establishes and maintains, relationships with vendors and venues, planning event details and aspects, including seating, dining, guests, and addressing problems that may arise.

• Support on-campus and off-campus events including setup, registration, and take down.

• Point person for faculty, staff, students and others regarding their participation.

Required Education and Experience

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

• Three years of experience in office administration

Preferred Qualifications

• Knowledge of Emburse, Adstra

 

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.

• Proficiency in Emburse, Astra, Outlook, Word, Excel, Adobe Acrobat, Google Workspace

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/Veterans/Disability Employer.