Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Cyclotron Institute

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

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 our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who We Are

The Texas A&M University Cyclotron Institute, a Department of Energy University Facility, is jointly supported by DOE and the State of Texas and is a major technical and educational resource for the state and the nation. At the Institute, we focus on conducting basic research, educating students in accelerator-based science and technology, and providing technical capabilities for a wide variety of applications in space science, materials science, analytical procedures and nuclear medicine.

Approximately 100 Institute members - scientists, engineers, technicians, support staff, graduate students and undergraduate students - are involved in these programs. For more information, please visit our website: https://cyclotron.tamu.edu/

What We Want

The Administrative Coordinator II, under general supervision, will serve as a facilitator in helping communication flow seamlessly throughout the office and with other outside individuals and entities. Entry processing of all accounts payable, inventory, and shipping and receiving for the department are key functions of this position. 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.

Special Note: Ability to occasionally work evenings, nights, weekends and holidays.

Required Education and Experience:

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

• Three years of experience in general office or clerical work

Required Knowledge, Skills, and Abilities:

• Interpersonal and communication skills

• Planning and organization skills

• Ability to stand, walk, use stairs and occasionally hand-carry light duty equipment

Preferred Education and Experience:

• Bachelor's degree in business management, Accounting, Engineering or Science

• 1 year of experience working with Contracts and Grants

Responsibilities:

• Radiation Effects Facility Customer Accounting: Maintains Radiation Effects Facility (REF) customer accounting records, including the retention and tracking of quotes/RFQs, blanket contracts, purchase orders, invoices and funds received.
  
  Reviews REF customer contracts and purchase orders. Contacts REF customers for addendums or modifications to existing contracts or purchase orders. Ensures that the REF Users Agreement, contracts and purchase orders are received prior to beam time furnished. Reviews quotes/RFQs generated by the Cyclotron Institute for REF beam time.

• Radiation Effects Facility Customer Compliance and Safety Training: Maintains the REF customer company/agency database.
  
  Maintains the REF customer dosimetry badge rack. At the end of each quarter, submits new user dosimetry forms and all dosimetry badges to the TAMU EHSD office.

• Office Support: Participates in the planning and execution of administrative operations.
  
  Monitors office procedures.
  
  Develops, evaluates, and ensures adherence to office procedures. Reviews documents for supervisor.
  
  Analyzes requirements for projects or initiatives. Provides technical information regarding administrative procedures, services, or programs. Applies and interprets, and/or assists in implementing management policies or operating practices.
  
  Develops administrative and technical procedures. Analyzes program, project, or initiatives. Monitors project timelines and identifies issues.
  
  Adapts, combines, and makes improvements to services, processes, or programs. Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures. May monitor compliance with policies and procedures.
  
  Coordinates the maintenance of office supplies and equipment. Makes recommendations for process improvements, administrative changes, or new initiatives. Performs special analyses and project summaries.
  
  Coordinates meetings, seminars, and other special events and may provide on-site support. Coordinates administrative support functions. Plans and coordinates administrative activities and services.
  
  Participates in the planning and execution of administrative operations.
  
  May serve as the office manager. Monitors office procedures.
  
  Develops, evaluates, and ensures adherence to office procedures. May assist in the development of budget. Coordinates the maintenance of files, records, office supplies, or equipment. Makes recommendations for process improvements, administrative changes, or new initiatives.

• Education and Career Development: As approved, attend training workshops on government contracting, accounting practices and business management, as well as performing other duties as required.

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.

• 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

• Automatically 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

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.