Administrative Coordinator

Job Title

Administrative Coordinator

Agency

Texas A&M University Health Science Center

Department

Rural And Community Health Institute

Proposed Minimum Salary

Commensurate

Job Location

Fort Worth, Texas

Job Type

Staff

Job Description

Our Commitment

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.

Who we are

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.

What we want

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.

What you need to know

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.

Apply! Submitting a cover letter, CV/Resume to assist us with the review process. You may upload these documents on the application under CV/Resume.

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…