Administrative Coordinator I

at  Texas AM University

WHO WE ARE

The Texas A&M School of Veterinary Medicine & Biomedical Sciences (VMBS) is an institution that represents 100 years of growth from a small school of veterinary medicine in 1916 to its present role as a major veterinary educational, medical, and research center. Today, we are one of the largest schools of veterinary medicine in the United States, training nearly 600 Doctor of Veterinary Medicine students each year. We support collaboration and teamwork that turns today’s discoveries into proactive solutions for animals, humans, and the environment. Together, we strive to support the goals of the faculty, staff and students in teaching, research and outreach programs. To learn more, please visit our website https://vetmed.tamu.edu/

WHAT YOU NEED TO KNOW

Compensation will be commensurate to selected hire’s experience.

OTHER REQUIREMENTS OR OTHER FACTORS:

Persons in this position are considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless/until relieved by the direct supervisor. May require working alternate shifts, holidays, weekends, or on-call duty. Provides quality customer service to internal and external customers/clients.

REQUIRED EDUCATION:

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

REQUIRED EXPERIENCE:

• 2 years of experience in office administration.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to multi-task and work cooperatively with others.
• Skill in using Microsoft office software (spreadsheet, presentation, and word processing).
• Ability to edit, proofread, and format documents.
• Excellent interpersonal and communication skills.
• Ability to plan and organize effectively with a broad range of people and situations.
• Demonstrated ability to independently make sound decisions when appropriate and seek input when warranted.
• Ability to effectively manage multiple projects at the same time.

PREFERRED EXPERIENCE:

• Experience in handling administrative, student, and, academic issues.
• Experience maintaining data sets for appropriate reports and experience with various forms of public communication such as newsletters, websites, and social media.
• Experience with problem-solving and researching appropriate procedures.
• Experience with learning management software.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Working knowledge of learning management software.
• Knowledge of and skill working with HTML and other web development tools.
• Knowledge and skill working with software used in developing newsletters and other publications.

• ADMINISTRATIVE SUPPORT : A key member of the administrative support team for VERO. Provides administrative support for the 2+2 DVM program at VERO, 4VM rotations, and summer camps. Oversees and develops administrative and technical procedures regarding meeting and event coordination and preparation. Manages, coordinates, and maintains supply orders and logs. Completes purchases using both TAMU and WTAMU systems. Prepares and coordinates travel itineraries, makes reservations, and processes expenses for faculty, speakers, and visitors. Supports committees and faculty activities. Participates in the planning and execution of administrative operations. Develops, evaluates, monitors, and ensures adherence to office procedures. Reviews documents for supervisor. Attends meetings or committees on behalf of supervisor. Applies, interprets, and/or assists in implementing management policies or operating practices. Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies, and procedures. Monitors compliance with policies and procedures. Makes recommendations for process improvements, administrative changes, or new initiatives.
• CURRICULUM SUPPORT : Based on the needs of the 2+2 Program, 4VM Rotations and camps, reviews reports and data information for accuracy, and suggests changes to the applications to ensure that information needed can be obtained. Assists faculty with tasks associated with learning management software. Coordinates testing accommodations for students with special needs and proctor exams. Work closely with coordinators for all student-related educational activities. Coordinates student ID cards, housing, and building access. Review reference orientation and reference materials for students to ensure accuracy. Assists with the management of student access to WTAMU services. Coordinates the 2+2 DVM program with the program in College Station and WTAMU to ensure both programs maintain the same teaching schedule for the DVM students in years one and two. Manage the VERO food pantry for students in need.
• TRAVEL MANAGEMENT : Prepares and coordinates travel itineraries, and reservations, and processes expenses for the Director of Student Recruitment and Outreach, teaching faculty, and incoming speakers and visitors.
• SUPERVISION : Hires, trains, and supervises student workers and support staff. Performs other duties as assigned.
  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