Administrative Coordinator

About this role

Job Title Administrative Coordinator

Agency Texas A&M University Health Science Center

Department Rural And Community Health Institute

Proposed Minimum Salary Commensurate

Job Location Fort Worth, Texas

Job Type Staff

Job Description Glimpse of the Job

The Texas A&M Rural and Community Health Institute (RCHI) seeks a highly organized and proactive Administrative Coordinator to provide advanced administrative support for the Director of Rural Maternal Health and initiatives focused on improving maternal and fetal health outcomes in rural communities. This role serves as a key partner in coordinating meetings and events, managing budgets and expenses, supporting special projects, maintaining efficient administrative processes, and assisting with program tracking and reporting.

Opportunities to Contribute • Be part of work that matters by supporting initiatives that improve access to maternal and fetal healthcare for underserved rural communities.

• Take ownership of key projects and initiatives, helping move ideas from planning to execution while building valuable project management experience.

• Build a strong professional network by collaborating with faculty, healthcare professionals, community partners, and state-wide stakeholders.

• Make a visible impact every day, knowing your work directly supports programs that improve the lives of Texas families and communities.

The ideal candidate brings strong organizational and communication skills, experience supporting senior leadership, proficiency with Microsoft Office and virtual meeting platforms, and the ability to manage sensitive information with professionalism and discretion. Experience in healthcare, maternal health, budget administration, and process improvement is highly valued.

What you need to know Salary: Compensation will be commensurate to the selected hire’s experience.  Location: Fort Worth, Texas Schedule: This is a full-time, on-site position and may require occasional work beyond regular office hours and/or on weekends. Please note:  This position is grant funded; future employment may be contingent upon future funding .   

Responsibilities: Meetings, Events, and Travel Coordination: • Provides comprehensive administrative support to the Maternal Fetal Focus Program Manager and the RCHI leadership team, including but not limited to scheduling and coordinating meetings, events, and appointments.

• Reviews documents for supervisors and conduct correspondence as needed.

• Coordinates staff, leadership, and departmental meetings, including seminars and special events, both in-person and virtual.

• Assists in setting up and managing in-person and virtual meetings, ensuring all necessary materials and equipment are prepared and providing on-site support when needed.

• Arrange travel for staff and leadership, including booking flights, accommodations, and transportation.

• Prepare detailed travel itineraries and manage any changes or adjustments.

Office Administration: • Oversee day-to-day administrative tasks such as answering phones, responding to emails, managing correspondence, and handling mail.

• Maintain organized files and records of program activities, budgets, and timelines.

• Monitor office procedures.

• Assist in managing budgets and expenses, including monthly procurement card allocations and related reports to directors.

• Track project budgets, timelines, and deliverables, ensuring all milestones are met.

• Develops, evaluates, and ensures adherence to administrative and technical office procedures.

• Provide technical information regarding administrative procedures, services, or programs, and monitor compliance with policies and procedures.

• Research, interpret, compile, and respond to inquiries about rules, regulations, policies, and procedures.

• Coordinate the maintenance of files, records, office supplies, business contacts, and office equipment.

• Manage office equipment, troubleshoots minor technical issues, and coordinates repairs or replacements as needed.

Operations: • Participate in the planning and execution of administrative operations.

• Applies and interprets management policies or operating procedures and assists in implementing them.

• Analyze requirements for projects or initiatives and makes recommendations for process improvements, administrative changes, or new initiatives.

• Support the preparation of periodic evaluation reports by gathering data and compiling information.

• Help manage grant applications and special projects by coordinating resources and maintaining deadlines.

Other Duties: • Build and maintain positive relationships with key customers, staff, faculty, partners, and collaborators.

• Perform other related duties as assigned to support the overall goals of the Maternal Fetal Focus Program and other divisions of RCHI as necessary.

Required Education and Experience: • Bachelor’s degree or an equivalent combination of education of experience.

• 2 years of experience in office administration.

Preferred Qualifications: • Two years of related experience in providing administrative support.

• Experience working with budgets and expenses

• Experience developing internal processes and filing systems

• Experience in healthcare or a maternal health setting.

Knowledge, Skills, and Abilities: • Strong customer service.

• Ability to multi-task and work cooperatively with others.

• Strong Interpersonal and communication skills.

• Strong written and verbal communication skills.

• Planning and organizational skills.

• Strong time management and organizational skills.

• Ability to work with sensitive information and maintain confidentiality.

• Ability to manage Zoom and Microsoft Teams platforms for meetings.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Proficient in standard office equipment (computer, multifunctional printer, telephone, etc.).

• Ability to use Canva and Adobe.

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