Senior Administrative Coordinator II

Job Title

Senior Administrative Coordinator II

Agency

Texas A&M University Health Science Center

Department

Pediatric Dentistry

Proposed Minimum Salary

$5,500.00 monthly

Job Location

Dallas, Texas

Job Type

Staff

Job Description

Qualifications

Required Education & Experience

• Bachelor’s degree or equivalent combination of education and experience.
• Seven years of experience in office administration.

Preferred Qualifications

• Detail-oriented, highly motivated individual, with the ability to balance multiple tasks simultaneously
• Professional experience invoicing and paying bills
• Professional experience in higher education
• Scheduling and meeting/event coordination
• Strong technical/business writing skills
• Ability to work with sensitive information and maintain confidentiality
• Ability to work independently towards strategic unit goals

Knowledge, Skills, and Abilities

• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.
• Ability to multitask and work cooperatively with others.
• Strong interpersonal, planning, and organizational skills.
• Excellent verbal and written communication skills.

Responsibilities

Faculty Support

• Provides administrative support for the undergraduate and graduate programs within the department, including taking/delivering phone message to student/faculty, ensuring payment of faculty memberships, developing of annual budget, and coordinates board and departmental meetings.
• Manages faculty hiring process in Interfolio and student recruitment in aXiom. Manages travel arrangements for prospective faculty and dental hygiene students. Coordinates interview schedules.
• Coordinates faculty travel logistics including conference registration, transportation, expense reimbursement, and account reconciliation.
• Coordinates and tracks the faculty/student assignments to ensure that each student works with all the DH faculty equally.
• Provides general support for faculty in filing, copying, typing, document formatting, etc.
• Writing, editing and proofreading of correspondence, memorandums and various documents for Department Head, Graduate Program Director and faculty as needed. Utilizes Microsoft Word and Excel to format and generate various materials as needed for distribution, classes etc. Conducts basic research for Department Head; compiles, analyzes and summarizes information used in emails, reports and correspondence. Reads and determines disposition of incoming mail; creates mail merge labels for research mail outs; prepares letters and packages for mailing.
• Maintains department head calendar and schedule; makes appointments; assists in planning and implementing conferences and special events; makes any necessary room rentals; reservations or catering arrangements. Makes travel arrangements and completes expense reports for faculty and residents using the Concur system.
• Assists with developing resolution to operating problems, as the issues arise.

Office & Clinical Administration

• Plans, implements, coordinates, analyzes, monitors, and evaluates administrative support functions. Formulates, interprets, and/or implements management policies or operating practices. Monitors compliance with policies and procedures.
• Monitors budget, reviewing purchase orders and monthly expense reports. Monitors budgetary spending by verifying charges against budget and reconciling numerous accounts on a monthly basis or as needed.
• Works directly with purchasing agents to arrange for procurement of administrative, instructional, clinical and other equipment and supplies.
• Prepares reports related to the mission of the department and statistical reports for Dental Hygiene clinics.
• Communicates to the Business Office regarding tuition, textbook, supply and instrument fees.
• Acts as department liaison for maintaining the Records Disposition Form and disposal of department records. Responsible for record retention: pulls and refiles records, maintains filing system by creating new files, updating existing files and removing files no longer in use.
• Maintains up-to-date alumni database.

Student Clinic Support

• Provides oversite and support for: admissions, orientation, medical records, student lounge, lockers, dental hygiene kits, clinic attendance, conference logistics, honor’s society, awards ceremony.
• Ensures Dental Hygiene equipment is routinely maintained and submits repair orders or procures replacement technology/devices as needed. Maintain/replenish from inventory for DH faculty/students and replenish 1st floor clinic.
• Coordinates and organizes the orientation materials and supplies for incoming students. Produces clinic schedules for DH2 & DH3 level students. Enters clinic, rotation, and course schedules into axium for junior and senior classes, and track attendance for up to 60 students.

Indirect Supervision

• Provides indirect supervision of the Patient Services Coordinator (PSC), in conjunction and with the Clinic Coordinator. Assumes duties of PSC when necessary.

Why Texas A&M University?   

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.

• 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

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/Veterans/Disability Employer.