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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

Texas A&M University’s Department of Chemistry, is a cadre of faculty, staff, graduate students, postdoctoral fellows, academic advisors, scientific and technical staff, who have a shared purpose of translating our passion for chemistry to young scholars at all levels in many scientific fields. The Business Office strives to support the goals of the faculty, staff and students in teaching, research and outreach programs, and adheres to the professional standards and integrity in processing university Business. To learn more, please visit our website: http://www.chem.tamu.edu/

What We Want

As staff of the Chemistry Department’s Center for Administrative Support, the Administrative Coordinator I, will execute a wide variety of administrative, secretarial, and program support functions for faculty of the department. The selected candidate will be responsible for office management and coordination, as well as administrative duties for the research and academic programs. If the description sounds exciting to you, we invite you to apply to be considered for this opportunity to join our team.

What You Need to Know

Salary: Compensation will be commensurate based on the selected candidate’s education and experience.

Schedule: May require working during the night and on weekends.

Required Education and Experience:

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

• Two years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Knowledge of spreadsheet, database, and presentation applications

• Interpersonal and communication skills

• Planning and organization skills

Responsibilities:

• Office Management and Coordination: Manages the offices of research groups and serves as a primary information resource on office support methods and processes. Provides confidential secretarial and administrative support. Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues. Gathers, enters, and/or updates data to maintain departmental records and databases. Establishes and maintains files and records for the office. Monitors and coordinates accounting activities and assists in preparation of internal reports for management. Assists in preparation of faculty annual reports, equipment inventory, and other reports required by the university. Responsible for office organization. Develops, evaluates, and ensures adherence to office procedures. Applies and interprets, and/or assists in implementing management policies or operating practices. Maintains office supplies and equipment. Deals with administrative problems and inquiries from research directors and research group members. Creates and maintains databases necessary to track all administrative files and records. Attends weekly briefings of the Center for Administrative Support for updates and discussion for development of best practices.

• Administrative: Composes and prepares written documentation and correspondence for non-academic and non-scientific matters. Screens and evaluates incoming and outgoing correspondence and prepares responses. Performs advanced word processing, desktop publishing, presentation and data management activities, and assists supervisors, staff and graduate students with the use of these applications. Coordinates travel arrangements and itineraries and completes travel and leave requests. Assists with the processing of travel reimbursements for faculty and a number of distinguished scientists, high level governmental and industrial officials, and potential funding agencies personnel. Interfaces with scientists to plan and provide logistical and administrative support to organize symposia at scientific meetings. Assists with planning and facilitates for departmental events of varying sizes. Serves as liaison for faculty, staff, students, and the public for participation in departmental events. 

• Research: In coordination with principal investigator/research director, coordinates and manages all business matters for the research laboratory. Monitors project financials and assists with management of multiple accounts in Maestro. In coordination with the research director, senior laboratory staff and Sponsored Research Services personnel, assists in the preparation and submission of research grant proposals and management of post-award and budget activities; assists with preparation of materials for submission of reports to funding agencies. Handles all non-scientific pre- and post-publication aspects of the research groups’ journal/book publishing activities including preparing and proofing materials for reports and other publications. Coordinates travel arrangements of research director and lab personnel to conferences and meetings. Handles reimbursements of travel expenses and supplies purchases. Coordinates with IT to maintain the group websites and make any updates. Adapts, combines, and makes improvements to services, processes, or programs.

• Academics: Interacts with large number of undergraduates and graduate students in courses taught by supervisors. Schedules student appointments. When assigned to do so, keeps record of grades, assists with the preparation of class materials, and coordinates the printing and reproduction of exams, as well as performing 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.