Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University Health Science Center

Department

Office of Faculty Affairs

Proposed Minimum Salary

$4,250.00 monthly

Job Location

Dallas, 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

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.

What we want

The College of Dentistry is looking for an Administrative Coordinator II to serve in the Office of Faculty Affairs.  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.

What you need to know

Proposed Salary: $4,250.00 monthly based on selected candidates qualifications

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

Administrative Support Coordination

• Serves as primary administrative support for Associate Dean of Faculty Affairs, exercising independent judgment and discretion.

• Advises and supports office staff with general operational tasks as requested by Associate Dean of Faculty Affairs.

• Plans and coordinates administrative activities and services which includes meetings, seminars, and other special events.

• Coordinates the maintenance of office supplies and equipment.

• Leads daily office support activities to ensure efficiency and effectiveness for the office.

• Schedules conference rooms, video conferencing, and other office related events.

• Creates and maintains spreadsheets and databases as indicated.

• Coordinates with other office staff in Faculty Affairs to manage faculty personnel files and records retention according to compliance guidelines.

• Monitors office procedures and ensures adherence to office protocols.

• Attends meetings, committees, faculty as needed representation for Faculty Affairs or to support Supervisor's advisory role at meetings as needed.

• Coordinates office records retention and maintains office references and resource materials.

• Makes recommendations for process improvements and contributes meaningfully at Faculty Affairs team meetings and Admin Lead meetings.

• Provides highly advanced organizational planning and problem-solving skills.

• Proficient in Microsoft Word, Excel, and skilled in organizational data management.

Unit (OFA) Support

• Coordinates travel arrangements and prepares itineraries as indicated to support Supervisor, associated travel for faculty hiring, and/or programming for Faculty Affairs.

• Coordinates office supply inventory and equipment.

• Coordinates the maintenance of office reference materials including online office materials.

• Composes correspondence, reports, college or Faculty Affairs specific guidelines, including editing and proofreading.

• Prepares, modifies, and verifies documents, attentive to details.

• Assists in the coordination of daily business workflow; routinely evaluates procedures and workflows and makes recommendations for process improvement or changes.

• Available to support all Faculty Affairs team members as needed when assistance is needed.

Committee, Faculty Development Programming and Support

• Manages faculty development programming and scheduling.

• Monitors project timelines for Faculty Affairs to ensure timeliness of deliverables.

• Oversight of Teams Faculty Affairs and Department Faculty Calibration Hub and Faculty Affairs SharePoint.

• Administers travel coordination for Associate Dean of Educational Affairs (ADEA) travel, with specific oversight of ADEA Fellows logistics.

• Collaborates strategically with the Associate Dean and Faculty Affairs staff to manage, execute, and assess faculty development programming and events.

• Exercises administrative oversight of committees, external awards programs, and initiatives for which the Associate Dean serves in an advisory capacity.

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Three years of experience in office administration.

Preferred Qualifications:

• Experience in administrative support in higher education preferred.

• 4-year college degree or associate degree.

Knowledge, Skills, and Abilities:

• Strong verbal and written communication skills.

• Strong interpersonal and organizational skills.

• Maintains professionalism and composure.

• Ability to demonstrate initiative by independently taking action to solve problems.

• Attention to detail.

• Ability to multitask and work cooperatively with others.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.

• 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.