Administrative Coordinator

About the Role Administrative Coordinator to support the Director of Rural Maternal Health and associated initiatives within the Texas A&M Rural and Community Health Institute (RCHI). The role coordinates meetings, manages operational logistics, supports special projects, and ensures smooth day‑to‑day administrative operations for programs that support maternal and fetal health in rural communities. Responsibilities Provide comprehensive administrative support to the Maternal Fetal Focus Program Manager and RCHI leadership team, including scheduling and coordinating meetings, events, and appointments. Review documents for supervisors and conduct correspondence as needed. Coordinate staff, leadership, and departmental meetings, including seminars and special events, both in person and virtual; set up and manage virtual meetings, ensuring all necessary materials and equipment are prepared and provide on‑site support. Arrange travel for staff and leadership (booking flights, accommodations, transportation) and prepare detailed itineraries, managing any changes. Oversee day‑to‑day administrative tasks such as answering phones, responding to emails, managing correspondence, and handling mail. Maintain organized files and records of program activities, budgets, and timelines; oversee budgets and expenses, including monthly procurement card allocations and related reports. Track project budgets, timelines, and deliverables, ensuring all milestones are met. Develop, evaluate, and ensure adherence to administrative and technical office procedures; provide technical information regarding procedures, services, or programs; monitor compliance with policies. Research, interpret, compile, and respond to inquiries about rules, regulations, policies, and procedures. Coordinate the maintenance of files, records, office supplies, business contacts, and office equipment; manage office equipment, troubleshoot minor technical issues, and coordinate repairs or replacements. Participate in the planning and execution of administrative operations; apply and interpret management policies or operating procedures and assist in implementing them. Analyze requirements for projects or initiatives and make recommendations for process improvements or new initiatives. Support the preparation of periodic evaluation reports by gathering data and compiling information. Assist managing grant applications and special projects by coordinating resources and maintaining deadlines. Build and maintain positive relationships with key customers, staff, faculty, partners, and collaborators. Perform other related duties as assigned to support the overall goals of the Maternal Fetal Focus Program and other divisions of RCHI. Required Education and Experience Bachelor’s degree or equivalent combination of education and experience. Minimum 2 years of experience in office administration. Preferred Qualifications Additional 2 years of related experience providing administrative support. Experience working with budgets and expenses. Experience developing internal processes and filing systems. Experience in a healthcare or maternal health setting. Knowledge, Skills, and Abilities Strong customer service and interpersonal skills. Ability to multi‑task and work cooperatively with others. Strong written and verbal communication skills. Planning, organizational, and time‑management skills. Ability to work with sensitive information and maintain confidentiality. Proficiency with Zoom, Microsoft Teams, Microsoft Office Suite, Canva, Adobe, and standard office equipment. Experience in basic data collection, tracking, and reporting for program or grant‑related activities. Benefits Medical, prescription drug, dental, vision, life, and AD&D, flexible spending accounts, and long‑term disability insurance with TexasA&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. Free exercise programs and release time. Professional development: free LinkedIn Learning, webinars, and limited financial support to attend conferences and workshops. Educational release time and tuition assistance for degree completion while a TexasA&M employee. LivingWell program. Equal Opportunity Statement The TexasA&M University System is an Equal Opportunity, Veterans, and Disability Employer. #J-18808-Ljbffr