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Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Ibt - Cedp - Dashwood

Proposed Minimum Salary

Commensurate

Job Location

Houston, 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, Int

egrity, 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 I, under general supervision, provides advanced technical program assistance; performs work directly related to management or general business operations to include the exercise of discretion and independent judgement with respect to matters of significance. Coordinates administrative support for the unit, as well as multiple faculty members and their respective laboratory members.

Required Education and experience

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

+ Two years of experience in office administration.

Preferred Qualifications

+ Experience in Higher Education/Research Institute preferred.

+ Prior experience in research administration and grant submission/management.

+ Experience using procurement and travel expense applications.

+ Experience working with individuals and communities.

+ CAP – Certified Administrative Professional or CRA – Certified Research Administrator.

Knowledge, Skills, and Abilities

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

+ Ability to work cooperatively with others.

+ Interpersonal and communication skills.

+ Planning and organizational skills.

+ Ability to perform all tasks and job responsibilities safely without injury to self and others in compliance with A&M System and HSC guidelines.

Responsibilities:

Analysis and Procedures Assessment

+ Analyzes projects or initiatives requirements and perform special analyses and project summaries.

+ Formulates, evaluates, updates, and ensures compliance with management and office policies and procedures for the unit.

+ Reviews and develops administrative and technical procedures and practices.

+ Provides technical information regarding administrative procedures, services, or programs.

+ Develops, updates, and ensures adherence to office policies and procedures. Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures for the unit.

+ Makes recommendations for process improvements, administrative changes, or new initiatives for efficiency in the unit.

+ Monitors compliance with Federal/TAMU/IBT policies and procedures.

Coordination

+ Coordinates administrative support functions and matters between the unit director, faculty and various departments throughout IBT, TAMU and the TMC (e.g., Dept. Clinical Care Prevention, MDACC).

+ Provides interim IT computer/application support and training to the unit as needed.

+ Attends administrative meetings and Financial Management Office (FMO) webinar/events and update faculty on impact to unit operations.

+ Coordinates with pre-award program manager, Sponsored Research Services, and Contract Administration to assist in preparation and administration of grants and contracts.

+ Coordinates with faculty and Sponsored Research Services to assist with submission of annual grant reports.

Office Management

+ Serves as office manager for the unit and administrative assistant to unit director.

+ Plans and executes unit events and activities.

+ Reviews documents and collects faculty and unit director signatures as needed.

+ Coordinates and supervises the creation, maintenance, and retention of office files, records, office supplies and equipment.

+ Drafts memos, letters and information for reports. Proofreads and corrects correspondence, letters, print material, manuscripts and reports for unit director, faculty and personnel.

+ Adds work orders in AggieWorks and coordinate with SSC Facilities on behalf of the unit.

+ Acts as Fire Warden for the unit and as IBT member trained in CPR, first aid, and AED use.

+ Attends IBT internal meetings or committees on behalf of unit director.

+ Participates as a member of the Laboratory Safety Committee, as well as a member of several IBT event committees.

Purchasing

+ Purchases supplies requests for the unit, record receipts, make purchase order changes, and create non-PO invoices through AggieBuy (Jaggaer).

+ Monitors, advises and updates the accounts for unit director and faculty.

+ Coordinates grants and accounts to ensure correct setup.

+ Manages department procurement card and reconcile monthly charges.

+ Maintains and updates yearly asset inventory certification and transfer of department property (TDP) forms through Canopy and Scan & Validate.

Travel and Arrangements

+ Coordinates travel arrangements and prepare itineraries for faculty and other unit personnel.

+ Submits travel card application, creates travel pre-approval forms and travel and non-travel expense reports through Emburse Enterprise.

+ Coordinates meetings, seminars, room reservations, audio/videoconference presentations, setup requests and other special events through Ad Astra. Provides on-site support for faculty, unit personnel, and guests.

Recruitment

+ Places advertisements for technical positions and use online employment program to monitor applicants for positions in the unit.

+ Maintains applications for faculty positions.

+ Coordinates faculty recruitment and search committees for appointments.

+ Assists unit director and faculty members with personnel evaluations and update position descriptions.

+ Assists new employees with relocation to lab and advise on System and IBT policies and procedures.

+ Completes H-1B, J-1, and visiting scholar packets when needed.

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, (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)  f or 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.