Senior Administrative Coordinator I - Dog Aging Project

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 & lived experiences. Embracing varying opinions and perspectives strengthens ourwhich are : Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

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

The Dog Aging Project is an innovative research initiative that brings together a community of dogs, owners, veterinarians, researchers, and volunteers to carry out the most ambitious canine health study in the world.The Dog Aging Project team will follow tens of thousands of companion dogs for ten years or more in order to identify the biological, lifestyle, and environmental factors that maximize healthy longevity.We expect to gain insights that will increase our ability to prevent, diagnose, and treat age-related diseases, thereby helping our dogs, and by extension, ourselves, live longer, healthier lives.

What we want

The Senior Administrative Coordinator II manages calendars, plans meetings and events, coordinates staff searches, maintains project online resources, and compiles documents for annual evaluations. The position provides technical information regarding programs and responds to inquiries, coordinates the purchasing and oversees the maintenance of office supplies and laboratory supplies, monitors grant accounts, and assists in budget development. The Senior Administrative Coordinator II also project timelines and identifies issues and coordinates special projects as needed.

What you need to know

Salary : starting at $57,000 annually

Resume / Cover Letter : A cover letter and resume are strongly recommended.

Required Education and Experience

Bachelor’s degree or equivalent combination of education and experience

Six years of experience in office administration

Required Special Knowledge, Skills, and Abilities

Knowledge of word processing and spreadsheet applications

Knowledge of Excel spreadsheets and database applications

Strong verbal and written communication skills

Strong interpersonal and organizational skills

Ability to use discretion in and independent judgment with respect to matters of significance or sensitive confidential matters

Ability to present information clearly and concisely

Ability to build strong working relationships and a positive work environment

Ability to multi-task and work cooperatively with others

Basic bookkeeping knowledge regarding accounts payables and tracking expenditures

Basic knowledge of budget preparation and monitoring

Preferred Qualifications

Masters or Bachelor's degree in Business, Accounting, Communications, or a related field

Experience in providing quality customer service

Proficient knowledge of spreadsheet applications

Proficient knowledge of Microsoft Word, Excel, and Google Drive

Knowledge of Concur, Canopy, and Microsoft Office

Working knowledge of standard office equipment and phone lines

Knowledge of shipping packages through Federal Express, USPS, and UPS

Advanced knowledge of standard bookkeeping practices

Knowledge of budget preparation and monitoring. Knowledge of grant administration

Responsibilities

Administrative Support : Coordinates administrative support functions for the Dog Aging Project. Develops administrative objectives and strategies & participates in the resolution of operating problems. Serves as the Assistant to the Chief Veterinary Officer. Prepares itineraries and coordinates travel. Plans and coordinates meetings, seminars, and other special events. Coordinates and maintains calendars for department and the Chief Veterinary Office. Plans and coordinates administrative activities and services. Reviews and signs documents for supervisor. Handles complex and confidential issues. Maintains current knowledge, interpretation, and application of University Policy. Formulates, interprets, and / or implements office and project policies and procedures documents, such as SOPs, handbooks, staff evaluation guidelines, and the project strategic plan. Makes recommendations to office and project policies and procedures documents. Monitors compliance with policies and procedures. Assists in the preparation of staff and post-doc annual reviews. Coordinates the purchasing and oversees the maintenance of office supplies and laboratory supplies. Maintains bookkeeping records, monitors and assists in budget development. Monitors project timelines and identifies issues. Monitors grant accounts and assists in the coordination of daily workflow and resolution of complex, confidential matters.Serves as point of contact for purchasing and vendor contracts for the Dog Aging Project.Coordinates shipping through various carriers.

Coordinator :  Works with the Chief Veterinary Officer and Human Resources to post job announcements and schedule interviews. Monitors position postings through Workday and coordinates with HR throughout the application, review, hiring, and onboarding processes, following TAMU guidelines and policies. Supervises assigned staff, plans work, and determines work priorities. Works with the Chief Veterinary Officer to design, coordinate, schedule, invite attendees, and host meetings. Works independently and in conjunction with other staff to plan and coordinate workshops within the department and externally. Represents the Chief Veterinary Officer in meetings with Development, Facilities, Communications and Human Resources.

External Communications and Outreach :  Coordinates and maintains project and office files and records according to University guidelines and policies, as well as requirements stipulated in execution of the Dog Aging Project. Manages special projects as needed. Monitors project timelines and identifies issues. Performs special analyses and project summaries. Updates elements of the shared Google Drive, in coordination with content matter specialists within the office. Coordinates and maintains up-to-date files and protocol for access by project stakeholders external to the University. When appropriate, assists staff with designing and creating branded materials on behalf of the Dog Aging Project for distribution. Communicates with project participants using a ticket tracking system. Coordinates the triaging of incoming logistics tickets.

Reports and Correspondence :  Coordinates the drafting and creation of correspondence, reports, and various other documents related to grants, budgets, and projects. Maintains detailed receipts and records of expenditures. Ensures accuracy for all purchase, invoices, and services rendered or provided. Coordinates and / or reconciles credit card transactions. Prepares and reviews operational and special reports.

Other : Performs other duties as assigned.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

with Texas A&M contributing to employee health and basic life premiums

of annual paid holidays

Up to and at leasteach month

Automatically enrollment in the

Health and Wellness :

Professional Development : All employees have access to free training, webinars, and limited financial support to attend conferences, workshops, and more

for completing a degree while a Texas A&M employee

a program at Texas A&M that has been built by employees, for employees

Salary : $57,000