Administrative Coordinator

Administrative Coordinator

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

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.

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.

Salary: Will be commensurate based on the selected hire's education and experience.

Location/Schedule: Fort Worth, TX/Full-Time; This position may require occasional work beyond regular office hours and/or on weekends.

Please note: This position is grant funded; future employment may be contingent upon future funding.

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.

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.