Administrative Coordinator II

Administrative Coordinator II

Agency: Texas A&M University Health Science Center

Department: Office of Faculty Affairs

Proposed Salary: $4,250.00 monthly based on selected candidates qualifications

Work Schedule/Location: Located in Dallas, TX, this an on-site role with a typical schedule of Monday Friday 8am to 5pm.

Cover Letter/Resume: A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.

Responsibilities

Administrative Support Coordination

• Serves as primary administrative support for Associate Dean of Faculty Affairs, exercising independent judgment and discretion.
• Advises and supports office staff with general operational tasks as requested by Associate Dean of Faculty Affairs.
• Plans and coordinates administrative activities and services which includes meetings, seminars, and other special events.
• Coordinates the maintenance of office supplies and equipment.
• Leads daily office support activities to ensure efficiency and effectiveness for the office.
• Schedules conference rooms, video conferencing, and other office related events.
• Creates and maintains spreadsheets and databases as indicated.
• Coordinates with other office staff in Faculty Affairs to manage faculty personnel files and records retention according to compliance guidelines.
• Monitors office procedures and ensures adherence to office protocols.
• Attends meetings, committees, faculty as needed representation for Faculty Affairs or to support Supervisor's advisory role at meetings as needed.
• Coordinates office records retention and maintains office references and resource materials.
• Makes recommendations for process improvements and contributes meaningfully at Faculty Affairs team meetings and Admin Lead meetings.
• Provides highly advanced organizational planning and problem-solving skills.
• Proficient in Microsoft Word, Excel, and skilled in organizational data management.

Unit (OFA) Support

• Coordinates travel arrangements and prepares itineraries as indicated to support Supervisor, associated travel for faculty hiring, and/or programming for Faculty Affairs.
• Coordinates office supply inventory and equipment.
• Coordinates the maintenance of office reference materials including online office materials.
• Composes correspondence, reports, college or Faculty Affairs specific guidelines, including editing and proofreading.
• Prepares, modifies, and verifies documents, attentive to details.
• Assists in the coordination of daily business workflow; routinely evaluates procedures and workflows and makes recommendations for process improvement or changes.
• Available to support all Faculty Affairs team members as needed when assistance is needed.

Committee, Faculty Development Programming and Support

• Manages faculty development programming and scheduling.
• Monitors project timelines for Faculty Affairs to ensure timeliness of deliverables.
• Oversight of Teams Faculty Affairs and Department Faculty Calibration Hub and Faculty Affairs SharePoint.
• Administers travel coordination for Associate Dean of Educational Affairs (ADEA) travel, with specific oversight of ADEA Fellows logistics.
• Collaborates strategically with the Associate Dean and Faculty Affairs staff to manage, execute, and assess faculty development programming and events.
• Exercises administrative oversight of committees, external awards programs, and initiatives for which the Associate Dean serves in an advisory capacity.

Required Education and Experience:

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

Preferred Qualifications:

• Experience in administrative support in higher education preferred.
• 4-year college degree or associate degree.

Knowledge, Skills, and Abilities:

• Strong verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Maintains professionalism and composure.
• Ability to demonstrate initiative by independently taking action to solve problems.
• Attention to detail.
• Ability to multitask and work cooperatively with others.

Why Texas A&M University?

• 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

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered, or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to prepopulate the online application.

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.

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