"Alerted.org

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Pediatric Dentistry

Proposed Minimum Salary

$5,083.34 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 (https://www.tamu.edu/about/coreValues.html) 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 (https://dentistry.tamu.edu/) 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 a Senior Administrative Coordinator I to serve in the Pediatric Dentistry department.  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: $5,083.33 monthly

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.

Qualifications

Required Education and Experience

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

+ Six years of experience in office administration.

Preferred Qualifications

+ Detail-oriented, highly motivated individual, with the ability to balance multiple tasks simultaneously

+ Professional experience invoicing and paying bills

+ Professional experience in higher education

+ Scheduling and meeting/event coordination

+ Strong technical/business writing skills

+ Ability to work with sensitive information and maintain confidentiality

+ Ability to work independently towards strategic unit goals

Knowledge, Skills, and Abilities

+ Knowledge of word processing, spreadsheet, database, and presentation applications.

+ Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.

+ Ability to multitask and work cooperatively with others.

+ Strong interpersonal, planning, and organizational skills.

+ Excellent verbal and written communication skills.

Responsibilities

Faculty Support

+ Provides administrative support for the undergraduate and graduate programs within the department, including taking/delivering phone message to student/faculty, ensuring payment of faculty memberships, developing of annual budget, and coordinates board and departmental meetings.

+ Manages faculty hiring process in Interfolio and assists with resident recruitment. Manages travel arrangements for prospective faculty. Coordinates interview schedules.

+ Coordinates faculty travel logistics including conference registration, transportation, expense reimbursement, and account reconciliation.

+ Provides general support for faculty in filing, copying, typing, document formatting, etc.

+ Writing, editing and proofreading of correspondence, memorandums and various documents for Department Head, Graduate Program Director and faculty as needed. Utilizes Microsoft Word and Excel to format and generate various materials as needed for distribution, classes etc. Conducts basic research for Department Head; compiles, analyzes and summarizes information used in emails, reports and correspondence. Reads and determines disposition of incoming mail; creates mail merge labels for research mail outs; prepares letters and packages for mailing.

+ Maintains department head calendar and schedule; makes appointments; assists in planning and implementing conferences and special events; makes any necessary room rentals; reservations or catering arrangements. Completes expense reports for faculty and residents using the software system.

+ Assists with developing resolution to operating problems, as the issues arise.

Office & Clinical Administration

+ Plans, implements, coordinates, analyzes, monitors, and evaluates administrative support functions. Formulates, interprets, and/or implements management policies or operating practices. Monitors compliance with policies and procedures.

+ Monitors budget, reviewing purchase orders and monthly expense reports. Monitors budgetary spending by verifying charges against budget and reconciling numerous accounts on a monthly basis or as needed.

+ Prepares reports related to the mission of the department.

+ Acts as department liaison for maintaining the Records Disposition Form and disposal of department records. Responsible for record retention - maintains filing system by creating new files, updating existing files and removing files no longer in use.

+ Maintains up-to-date alumni database.

Student Clinic Support

+ Coordinates and organizes the matriculation packets for incoming Pediatric residents.

Direct Supervision

+ Provides direct supervision of the Program Assistant. Assumes duties of Program Assistant when necessary.

Why Texas A&M University?

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

+ Medical, (https://www.tamus.edu/benefits/medical/) prescription drug, dental, (https://www.tamus.edu/benefits/dental/) vision, life and AD&D, (https://www.tamus.edu/benefits/life-add/) flexible spending accounts , and long-term disability insurance (https://www.tamus.edu/benefits/long-term-disability/) with Texas A&M contributing to employee health and basic life premiums

+ 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays

+ Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html)  and at least  eight hours of paid vacation (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html)  each month

+ Automatic enrollment in the   Teacher Retirement System of Texas (https://www.trs.texas.gov/Pages/Homepage.aspx)

+ Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

+ Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more

+ Educational release time and tuition assistance (https://livingwell.tamu.edu/employee-tuition-assistance)   for completing a degree while a Texas A&M employee

+ Living Well , (https://livingwell.tamu.edu/) 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 pre-populate 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.