Administrative Coordinator II

Job Title

Administrative Coordinator II

Texas A&M University Health Science Center Department Medical Physiology

Bryan, Texas

Staff

This position may require work beyond normal office hours and/or work on weekends.

Compensation will be commensurate to the selected hire’s experience.

• Administrative Support Coordination:
  Coordinates administrative support to include maintaining the department head's calendar and meetings. Plans and coordinates administrative activities and services. Monitors office procedures and ensures adherence to office protocols. Reviews and signs documents for supervisor. Attends meetings or committees on behalf of supervisor. Prepares and reviews operational and special reports. Coordinates office records retention and maintains office references, resource materials, and filing system.
  
  Coordinates travel arrangements and prepares itineraries.
• Academic Collaborators/Visiting Scholars:
  Plans and coordinates meetings, seminars, and other special events. Coordinates the ordering and maintenance of office supplies and equipment. Makes recommendations for process improvements or administrative changes. Coordinates with HR as needed; hires, supervises, trains, and evaluates the work of others.
• Compliance and Policy Implementation:
  Develops and maintains knowledge and understanding of relevant state guidelines. Interprets and applies guidelines to assist in determining residency status for students. Analyzes incoming inquiries and provides proper instructions for resolution. Reviews student records and analyzes situations to determine eligibility for tuition rebates. Coordinates with external departments for compliance with scheduling and registration rules. Works with stakeholders to resolve issues concerning access to teaching space.
  
  Ensures the integrity of data by monitoring submissions and identifying issues.
• Departmental Duties:
  Serves as the front office manager. Manages badge requests, serves as the TAMU Parking Representative, and acts as the package liaison. Plans and coordinates department social events. Provides support for Faculty Appointments, Promotion and Tenure. Creates and manages polls, RSVPs, electronic forms, documents, routing, etc.
• Special Projects and Reporting:
  Performs special analyses and project summaries. Prepares documentation for appeals submitted to relevant panels. Assists in the development of college-level guidelines and protocols. Conducts new user training for scheduling systems. Coordinates continuous review of classroom utilization for efficiency assessments. Assists department head with special projects. Monitors project timelines and identifies issues.
• Communication and Stakeholder Engagement:
  Serves as a primary point of contact for inquiries related to registration administration. Maintains systems utilized for class schedule development and user security/access. Responds to non-routine requests regarding state policies. Consults with colleges and departments on best practices related to scheduling and registration. Prepares and takes minutes ages correspondence and communications for the office. Coordinates with others regarding webpage updates.
• Other duties as assigned.

• Required
  
  Education and Experience:
  
  Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration.
• Knowledge, Skills, and Abilities:
  Ability to multitask and work cooperatively with others. Knowledge of word processing, spreadsheet, database, and presentation applications. Interpersonal and communication skills. Planning and organization skills.
• All positions are security-sensitive. Applicants are subject to a criminal history investigation, and…