Administrative Coordinator II

Texas A&M University System • Dallas, TX

1d • Onsite

About The Position

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.

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

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration
• High Attention to Detail
• Ability to interact with all levels of constituents, including staff, faculty, residents, dental students, vendors and others as needed.

Nice To Haves

• Experience in document management systems and project coordination
• Experience planning and coordinating events.
• Office management/administration experience
• Experience using Microsoft Office Suite software.
• Experience administratively supporting a public health, health education, higher education, and/or programming unit.
• Administrative experience in a dental office or related setting
• Problem solving experience
• Interpersonal and communication skills.
• Planning and organization skills.

Responsibilities

• Participates in the planning and execution of administrative operations, identifies issues and makes improvements to services, processes, or programs.
• Distributes incoming mail to appropriate individuals.
• Performs special analyses and project summaries.
• Assists in the preparation and maintenance of budgets and other documents.
• Prepares and reviews operational and special reports.
• Coordinates office records retention and maintains office references and resources materials.
• Coordinates travel arrangements and prepares itineraries.
• Plans and coordinates meetings, workshops, seminars, and other special events.
• Coordinates the maintenance of office supplies and equipment.
• Coordinates specialized program communications.
• Provides logistical and administrative support for meetings, seminars, and other events, to include on-site support.
• Serve as Departmental Property Contact (DCO)
• Manages the University's academic faculty management software - Interfolio. Tasks include but are not limited to drafting, approvals, and posting.
• Manages all necessary faculty hiring documentation - President hiring authorization memo, etc. Form/Authorization to recruit/Approval of Offer/Draft Offer Letters
• Coordinates faculty campus visits, interviews, campus tour scheduling and hotel bookings.
• Coordinates volunteer faculty hiring and related paperwork.
• Responsible for managing all travel and reimbursement accounting processes using Emburse.
• Manages the submissions for all incoming reimbursements/travel requests.
• Designated as a delegate for approvals.
• Assists with troubleshooting all Emburse related travel requests and expense reports specifically as it relates to reimbursements, meals, memberships, and licenses.
• Responsible for all departmental transactions using the University e-procurement system - AggieBuy
• Processing all in-coming requisitions and invoices as the department allocator and final approver
• Manages the process for setting up vendors and collecting W-9s as needed.
• Responsible for all purchasing related to all department conferences and events.

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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level