Administrative Associate V

Texas A&M University System • Dallas, TX

20h • Onsite

About The Position

Texas A&M University Health Science Center, College of Dentistry in Dallas is seeking an Administrative Associate V for the department of Comprehensive Dentistry. This role requires an expert level of experience to support executives in a fast-paced environment. The ideal candidate will be professional, enjoy working in a high-volume setting, possess strong organizational skills, and be flexible in their daily routine. This is an on-site position located in Dallas, TX.

Requirements

• High school diploma or equivalent combination of education and experience.
• Five years of related experience in an administrative role.
• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others.
• Excellent written communication, analytical, interpersonal, and organizational skills.
• Ability to work in a high stress environment.
• Ability to work with sensitive information and maintain confidentiality.
• Ability to work independently once given a project.

Nice To Haves

• Office administration experience.
• Experience supporting teaching efforts, especially within higher education or related professional school.
• Experience providing course support to faculty in higher education.
• Strong technical/business writing skills.
• Experience working with faculty in higher education.

Responsibilities

• Assists departmental leadership in establishing and implementing program goals, objectives, policies, and procedures to support academic success and operational efficiency.
• Researches, analyzes, and evaluates administrative requirements for departmental programs, projects, and initiatives.
• Assists with the preparation, formatting, and distribution of instructional materials for didactic and laboratory courses, including syllabi, course manuals, schedules, and instructional documents.
• Develops instructional presentations and educational materials for Comprehensive Dentistry faculty to support classroom and laboratory instruction.
• Coordinates meetings, seminars, workshops, and special events by managing logistics, schedules, materials, and communications.
• Supports departmental projects and prepares special analyses and project summaries to assist with planning and program assessment activities.
• Provides technical and administrative guidance regarding departmental procedures, academic processes, and university services.
• Assists with monitoring compliance with university policies, departmental procedures, and accreditation standards.
• Coordinates daily office operations and administrative support activities for the Comprehensive Dentistry Department.
• Assists in coordinating daily workflow and resolving complex, sensitive, and confidential administrative matters with professionalism and discretion.
• Responds to inquiries and interprets departmental and university policies, procedures, rules, and regulations for faculty, students, and staff.
• Develops and implements procedures for specialized administrative and academic functions to improve workflow and efficiency.
• Coordinates faculty and staff travel arrangements, conference registrations, itineraries, and reimbursement documentation in accordance with university policies.
• Provides organizational planning, multitasking, and problem-solving support in a fast-paced academic healthcare environment.
• Serves as a liaison between faculty, students, staff, and university departments to facilitate effective communication and operations.
• Maintains a variety of fiscal, administrative, academic, and confidential departmental records in compliance with university and accreditation standards.
• Verifies, processes, and reviews forms, reports, spreadsheets, tables, schedules, and other departmental documents for accuracy and completeness.
• Maintains departmental calendars, schedules, and documentation to support daily operations and academic activities.
• Processes departmental purchasing requests, orders supplies and clinic materials, and coordinates with vendors to ensure timely delivery of resources.
• Manages and processes invoices and related financial documentation in accordance with university procurement and accounting policies.
• Assists with monitoring departmental expenditures and maintaining accurate fiscal records and supporting documentation.
• Reviews invoices, reimbursement requests, and financial forms for accuracy, completeness, and policy compliance.

Benefits

• 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
• Free exercise programs and release time
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED