Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University Health Science Center

Department

Periodontics

Proposed Minimum Salary

Commensurate

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 & identities.  Embracing varying opinions and perspectives strengthens our core values 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 School 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. 

What we want

The School of Dentistry is looking for a Director of Recruitment and Admissions to serve in the department of Student Affairs. Reporting to the Associate Dean, the Director of Recruitment and Admissions has the responsibility of screening and interviewing students to the DDS program and coordinating all recruiting activities for the School of Dentistry. Concentration will be on directing the day-to-day operations, recruitment, selection and matriculation of students into the School’s DDS program. Our ideal candidate is independently-driven and will have a foundational commitment to the success of our School and students. If this is you, we invite you to apply to become a member of our team.

What you need to know

Salary range: Commensurate (Based on selected hire’s qualifications)

Work Schedule/Location: This is 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.

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience

• Three years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications

Preferred Qualifications:

• 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

• Interpersonal and communication skills

• Planning and organization skills

• High Attention to Detail

• Ability to interact with all levels of constituents, including staff, faculty, residents, dental students, vendors and others as needed

Responsibilities:

Faculty Hiring:

• 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.

Administrative Duties:

• 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.

• Responsible for coordinating space inventory and computer inventory with direct supervisor.

• Coordinates specialized program communications.

• Provides logistical and administrative support for meetings, seminars, and other events, to include on-site support.

• Assists with the planning and coordination of the Arthur Merritt Symposium.

Procurement & Contracting/AggieBuy:

• 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.

Travel & Reimbursement/Concur:

• Responsible for managing all travel and reimbursement accounting processes using Concur.

• Manages the submissions for all incoming reimbursements/travel requests.

• Designated as a delegate for approvals.

• Assists with troubleshooting all Concur related travel requests and expense reports specifically as it relates to reimbursements, meals, memberships, and licenses.

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/Affirmative Action/Veterans/Disability Employer committed to diversity.