Administrative Coordinator

Job Title

Administrative Coordinator

Agency

Texas A&M University Health Science Center

Department

Rural And Community Health Institute

Proposed Minimum Salary

Commensurate

Job Location

Fort Worth, Texas

Job Type

Staff

Job Description

What we want

The Administrative Coordinator will provide advanced administrative support to the Director of Rural Maternal Health and associated initiatives within the Texas A&M Rural and Community Health Institute (RCHI). Plays a key role in coordinating meetings, managing operational logistics, supporting special projects, and ensuring smooth day-to-day administrative operations for programs that support maternal and fetal health in rural communities.

What you need to know

Responsibilities

Meetings, Events, and Travel Coordination

• Provides comprehensive administrative support to the Maternal Fetal Focus Program Manager and the RCHI leadership team, including but not limited to scheduling and coordinating meetings, events, and appointments.

• Reviews documents for supervisors and conduct correspondence as needed.

• Coordinates staff, leadership, and departmental meetings, including seminars and special events, both in-person and virtual.

• Assists in setting up and managing in-person and virtual meetings, ensuring all necessary materials and equipment are prepared and providing on-site support when needed.

• Arranges travel for staff and leadership, including booking flights, accommodations, and transportation.

• Prepares detailed travel itineraries and manage any changes or adjustments.

Office Administration

• Oversees day-to-day administrative tasks such as answering phones, responding to emails, managing correspondence, and handling mail.

• Maintains organized files and records of program activities, budgets, and timelines.

• Monitors office procedures.

• Assists in managing budgets and expenses, including monthly procurement card allocations and related reports to directors.

• Tracks project budgets, timelines, and deliverables, ensuring all milestones are met.

• Develops, evaluates, and ensures adherence to administrative and technical office procedures.

• Provides technical information regarding administrative procedures, services, or programs, and monitor compliance with policies and procedures.

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

• Coordinates the maintenance of files, records, office supplies, business contacts, and office equipment.

• Manages office equipment, troubleshoots minor technical issues, and coordinates repairs or replacements as needed.

Operations

• Participates in the planning and execution of administrative operations.

• Applies and interprets management policies or operating procedures and assists in implementing them.

• Analyzes requirements for projects or initiatives and makes recommendations for process improvements, administrative changes, or new initiatives.

• Supports the preparation of periodic evaluation reports by gathering data and compiling information.

• Helps managing grant applications and special projects by coordinating resources and maintaining deadlines.

Other Duties

• Builds and maintains positive relationships with key customers, staff, faculty, partners, and collaborators.

• Performs other related duties as assigned to support the overall goals of the Maternal Fetal Focus Program and other divisions of RCHI as necessary.

Required Education and Experience

• Bachelor’s degree or an equivalent combination of education of experience.

• 2 years of experience in office administration.

Preferred Qualifications

• Two years of related experience in providing administrative support.

• Experience working with budgets and expenses

• Experience developing internal processes and filing systems

• Experience in healthcare or a maternal health setting.

Knowledge, Skills, and Abilities

• Strong customer service.

• Ability to multi-task and work cooperatively with others.

• Strong Interpersonal and communication skills.

• Strong written and verbal communication skills.

• Planning and organizational skills.

• Strong time management and organizational skills.

• Ability to work with sensitive information and maintain confidentiality.

• Ability to manage Zoom and Microsoft Teams platforms for meetings.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Proficient in standard office equipment (computer, multifunctional printer, telephone, etc.).

• Ability to use Canva and Adobe.

• Ability to support senior leadership or project management teams.

• Skilled with basic data collection, tracking, and reporting for program or grant-related activities.

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.