Administrative Coordinator I (CIRCLE)

Texas A&M University System•Prairie View, TX

5d•Onsite

About The Position

The Administrative Coordinator I reports directly to the Executive Director of the Center for Innovative Research, Collaboration, Leadership, and Community Engagement (CIRCLE). Working under general supervision, the position exercises discretion and independent judgment in matters of operational significance and coordinates complex administrative functions supporting academic, research, community engagement, and organizational initiatives. The position analyzes programs, projects, and administrative operations; establishes and monitors project timelines and deliverables; identifies and resolves operational issues; develops and implements administrative procedures; prepares operational and special reports; and recommends improvements to services, workflows, and internal controls. The Administrative Coordinator I also supervises assigned personnel and serves as a primary administrative liaison among leadership, faculty, staff, students, university offices, external partners, and community stakeholders.

Requirements

Bachelor's degree or equivalent combination of education and experience.
Two (2) years of progressively responsible administrative or program coordination experience.
Knowledge of word processing, spreadsheet, database, and presentation applications.
Ability to multitask and work cooperatively with others.
Interpersonal and communication skills.
Planning and organization skills.

Nice To Haves

Experience supporting executive leadership, research programs, academic units, or community engagement initiatives.
Experience working in higher education.
Experience with sponsored research, grant administration, or research compliance.
Experience using Workday, AggieBuy, Concur, or other university enterprise systems.
Experience coordinating conferences, professional development programs, or community outreach initiatives.
Knowledge of Texas A&M University System or State of Texas purchasing and financial procedures.
Knowledge of administrative and office management principles.
Knowledge of university policies, procedures, and business operations.
Strong organizational, project management, and time management skills.
Excellent written, verbal skills.
Ability to establish and maintain effective working relationships with faculty, staff, students, and external partners.
Ability to prioritize multiple assignments while meeting deadlines.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).

Responsibilities

Coordinates administrative operations for academic, research, community engagement, professional development, and special initiatives conducted by the Division of Health Sciences, Division of Public Health, and CIRCLE.
Analyzes programs, projects, and initiatives to determine administrative requirements, resource needs, implementation considerations, and potential operational risks.
Develops and maintains project plans, schedules, milestones, deliverables, and administrative tracking systems.
Monitors project progress, identifies delays or operational barriers, evaluates possible solutions, and initiates or recommends corrective actions.
Coordinates administrative components of conferences, seminars, workshops, faculty development activities, community programs, and other special events.
Evaluates completed projects and activities and prepares summaries identifying outcomes, unresolved issues, lessons learned, and recommendations for future implementation.
Plans, coordinates, and evaluates administrative support functions and services for the Division of Health Sciences, Division of Public Health, and CIRCLE.
Oversees daily administrative operations and establishes work priorities to ensure timely completion of assignments, projects, and leadership requests.
Exercises independent judgment in resolving complex administrative, personnel, scheduling, purchasing, travel, payroll, and operational matters within delegated authority.
Researches issues, evaluates relevant information and requirements, determines appropriate courses of action, and coordinates resolutions with appropriate university offices.
Reviews administrative and operational documents for accuracy, completeness, appropriate authorization, and compliance before submission or approval.
Reviews and signs designated documents on behalf of leadership when formally authorized.
Represents the Directors or Executive Director at designated meetings, committees, and administrative forums; communicates operational information; records decisions and action items; and coordinates required follow-up.
Serves as a primary administrative liaison among the Division of Health Sciences, Division of Public Health, CIRCLE, other School units, university offices, faculty, staff, students, external collaborators, and community partners.
Supervises Graduate Assistants and student workers. Maintains student schedules, monitors and approves time for student workers, prepares offer letters and submits hire documentation for new hires and re-hires for the Division of Health and CIRCLE.
Monitors payroll and work with payroll to initiate corrective actions as needed.
Monitors training notification to ensure that faculty, staff, and students have completed federal, state and system mandated training.
Formulates, interprets, implements, evaluates, and revises administrative procedures, technical guidelines, internal controls, and operating practices for assigned areas.
Researches and interprets applicable university, Texas A&M University System, state, federal, and sponsor requirements related to administrative operations.
Communicates procedural and compliance requirements to faculty, staff, students, and assigned personnel and provides technical guidance regarding administrative processes and services.
Monitors adherence to established procedures, mandatory training requirements, records-management standards, and applicable institutional requirements.
Identifies procedural deficiencies, operational risks, service gaps, and inefficient workflows and develops recommendations for corrective action.
Adapts, combines, and improves administrative processes and services to increase efficiency, accountability, consistency, and customer service.
Monitors implemented changes, evaluates their effectiveness, and makes additional adjustments when established objectives are not achieved.
Coordinates office records retention and maintains current administrative references, procedural resources, and operational materials.
Conducts special administrative analyses and prepares project summaries, operational reports, compliance reports, and management updates for leadership.
Collects, reviews, and analyzes operational information to identify trends, recurring problems, service needs, and opportunities for improvement.
Develops reports and executive summaries that communicate project status, administrative activity, outstanding issues, risks, and recommended actions.
Establishes and maintains administrative tracking systems for personnel actions, purchasing requests, travel, projects, agreements, required training, events, and other assigned activities.
Supervises assigned graduate assistants, student workers, temporary employees, interns, volunteers, and other designated support personnel.
Establishes work priorities, assigns responsibilities, communicates performance expectations, and monitors progress toward assigned objectives.
Recruits, selects, onboards, trains, and provides continuing guidance to assigned personnel.
Reviews completed work for accuracy, quality, timeliness, and compliance with established requirements.
Evaluates employee performance, documents performance feedback, addresses work deficiencies, and recommends appropriate personnel actions.
Develops and maintains work schedules, reviews and approves time submissions, and coordinates resolution of payroll or attendance discrepancies.
Prepares offer letters and hiring or rehire documentation and monitors completion of required onboarding and institutional training.
Assesses staffing and workflow needs and recommends changes in assignments, procedures, training, or administrative coverage.
Reviews reports and records for accuracy and completeness and follows up with responsible parties regarding incomplete, inconsistent, or overdue information.
Provides administrative data and analysis to assist leadership with planning, resource allocation, evaluation of services, and operational decision-making.
May supervise student workers, graduate assistants, temporary employees, and volunteers.
May assist with onboarding, training, scheduling, and evaluating assigned personnel.
Performs other duties as assigned.