Administrative Associate V

Administrative Associate V

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.

A part of the Texas A&M University Health Science Center, Texas A&M College of Dentistry in Dallas was founded in 1905 and is a nationally recognized center for oral health sciences education, research, specialized patient care and continuing dental education. As one of the fastest-growing academic health centers in the nation, the Texas A&M University Health Science Center 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 College of Dentistry is looking for an Administrative Associate V to serve in the department of Comprehensive Dentistry. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring an expert level of experience to the position and understand the demands of supporting executives in a fast-paced environment. This person must be professional, enjoy working in a high-volume environment and be able to apply strong organizational skills while being flexible in their daily routine. If this is you, we invite you to apply to become a member of our team.

Proposed Salary:$21.51 hourly

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:

Program Support:

• Assists departmental leadership in establishing and implementing program goals, objectives, policies, and procedures to support academic success and operational efficiency.
• Research, analyzes, and evaluates administrative requirements for departmental programs, projects, and initiatives.
• Assists with the preparation, formatting, and distribution of instructional materials for didactic and laboratory courses, including syllabi, course manuals, schedules, and instructional documents.
• Develops instructional presentations and educational materials for Comprehensive Dentistry faculty to support classroom and laboratory instruction.
• Coordinates meetings, seminars, workshops, and special events by managing logistics, schedules, materials, and communications.
• Supports departmental projects and prepares special analyses and project summaries to assist with planning and program assessment activities.
• Provides technical and administrative guidance regarding departmental procedures, academic processes, and university services.
• Assists with monitoring compliance with university policies, departmental procedures, and accreditation standards.

Administrative Support:

• Coordinates daily office operations and administrative support activities for the Comprehensive Dentistry Department.
• Assists in coordinating daily workflow and resolving complex, sensitive, and confidential administrative matters with professionalism and discretion.
• Responds to inquiries and interprets departmental and university policies, procedures, rules, and regulations for faculty, students, and staff.
• Develops and implements procedures for specialized administrative and academic functions to improve workflow and efficiency.
• Coordinates faculty and staff travel arrangements, conference registrations, itineraries, and reimbursement documentation in accordance with university policies.
• Provides organizational planning, multitasking, and problem-solving support in a fast-paced academic healthcare environment.
• Serves as a liaison between faculty, students, staff, and university departments to facilitate effective communication and operations.

Recordkeeping:

• Maintains a variety of fiscal, administrative, academic, and confidential departmental records in compliance with university and accreditation standards.
• Verifies, processes, and reviews forms, reports, spreadsheets, tables, schedules, and other departmental documents for accuracy and completeness.
• Maintains departmental calendars, schedules, and documentation to support daily operations and academic activities.

Finance:

• Processes departmental purchasing requests, orders supplies and clinic materials, and coordinates with vendors to ensure timely delivery of resources.
• Manages and processes invoices and related financial documentation in accordance with university procurement and accounting policies.
• Assists with monitoring departmental expenditures and maintaining accurate fiscal records and supporting documentation.
• Reviews invoices, reimbursement requests, and financial forms for accuracy, completeness, and policy compliance.

Required Education and Experience:

• High school diploma or equivalent combination of education and experience.
• Five years of related experience in an administrative role.

Preferred Qualifications:

• Office administration experience.
• Experience supporting teaching efforts, especially within higher education or related professional school.
• Experience providing course support to faculty in higher education.
• Strong technical/business writing skills.
• Experience working with faculty in higher education.

Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others.
• Excellent written communication, analytical, interpersonal, and organizational skills.
• Ability to work in a high stress environment.
• Ability to work with sensitive information and maintain confidentiality.
• Ability to work independently once given a project.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• 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.