Administrative Coordinator I (CIRCLE)

Agency

Department

Important Immigration information:

A Presidential proclamation issued on September 19 2025 imposes a $100000 fee on new H-1B petitions filed after September 21 be advised that Texas A&M University will NOT pay this if you need immigration sponsorship for your employment we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Texas A&M University subject to this fee.

In addition on January 27 2026 Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce if you will now or in the future require sponsorship for employment visastatusthis moratorium may affect our ability to employ you should you be selected as the final candidate.

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The salary isdeterminedin accordance withthe Universitys compensation structure and will becommensuratewith the candidates education and experience within the assigned salary range for this position.

The Administrative Coordinator I reports directly to the Executive Director of the Center for Innovative Research Collaboration Leadership and Community Engagement (CIRCLE). Working under general supervision the position exercises discretion and independent judgment in matters of operational significance and coordinates complex administrative functions supporting academic research community engagement and organizational initiatives.

The position analyzes programs projects and administrative operations; establishes and monitors project timelines and deliverables; identifies and resolves operational issues; develops and implements administrative procedures; prepares operational and special reports; and recommends improvements to services workflows and internal controls. The Administrative Coordinator I also supervises assigned personnel and serves as a primary administrative liaison among leadership faculty staff students university offices external partners and community stakeholders.

Responsibilities:

Program and Project Administration

• Coordinates administrative operations for academic research community engagement professional development and special initiatives conducted by the Division of Health Sciences Division of Public Health and CIRCLE.
• Analyzes programs projects and initiatives to determine administrative requirements resource needs implementation considerations and potential operational risks.
• Develops and maintains project plans schedules milestones deliverables and administrative tracking systems.
• Monitors project progress identifies delays or operational barriers evaluates possible solutions and initiates or recommends corrective actions.
• Coordinates administrative components of conferences seminars workshops faculty development activities community programs and other special events.
• Evaluates completed projects and activities and prepares summaries identifying outcomes unresolved issues lessons learned and recommendations for future implementation.

Administrative Operations and Decision Support

• Plans coordinates and evaluates administrative support functions and services for the Division of Health Sciences Division of Public Health and CIRCLE.
• Oversees daily administrative operations and establishes work priorities to ensure timely completion of assignments projects and leadership requests.
• Exercises independent judgment in resolving complex administrative personnel scheduling purchasing travel payroll and operational matters within delegated authority.
• Researches issues evaluates relevant information and requirements determines appropriate courses of action and coordinates resolutions with appropriate university offices.
• Reviews administrative and operational documents for accuracy completeness appropriate authorization and compliance before submission or approval.
• Reviews and signs designated documents on behalf of leadership when formally authorized.
• Represents the Directors or Executive Director at designated meetings committees and administrative forums; communicates operational information; records decisions and action items; and coordinates required follow-up.
• Serves as a primary administrative liaison among the Division of Health Sciences Division of Public Health CIRCLE other School units university offices faculty staff students external collaborators and community partners.

Policy Compliance and Process Improvement

• Supervises Graduate Assistants and student workers. Maintains student schedules monitors and approves time for student workers prepares offer letters and submits hire documentation for new hires and re-hires for the Division of Health and CIRCLE.
• Monitors payroll and work with payroll to initiate corrective actions as needed.
• Monitors training notification to ensure that faculty staff and students have completed federal state and system mandated training.

Policy Development & Implementation

• Formulates interprets implements evaluates and revises administrative procedures technical guidelines internal controls and operating practices for assigned areas.
• Researches and interprets applicable university Texas A&M University System state federal and sponsor requirements related to administrative operations.
• Communicates procedural and compliance requirements to faculty staff students and assigned personnel and provides technical guidance regarding administrative processes and services.
• Monitors adherence to established procedures mandatory training requirements records-management standards and applicable institutional requirements.
• Identifies procedural deficiencies operational risks service gaps and inefficient workflows and develops recommendations for corrective action.
• Adapts combines and improves administrative processes and services to increase efficiency accountability consistency and customer service.
• Monitors implemented changes evaluates their effectiveness and makes additional adjustments when established objectives are not achieved.
• Coordinates office records retention and maintains current administrative references procedural resources and operational materials.

Operational Analysis and Management Reporting

• Conducts special administrative analyses and prepares project summaries operational reports compliance reports and management updates for leadership.
• Collects reviews and analyzes operational information to identify trends recurring problems service needs and opportunities for improvement.
• Develops reports and executive summaries that communicate project status administrative activity outstanding issues risks and recommended actions.
• Establishes and maintains administrative tracking systems for personnel actions purchasing requests travel projects agreements required training events and other assigned activities.

Supervision and Staff Development

• Supervises assigned graduate assistants student workers temporary employees interns volunteers and other designated support personnel.
• Establishes work priorities assigns responsibilities communicates performance expectations and monitors progress toward assigned objectives.
• Recruits selects onboards trains and provides continuing guidance to assigned personnel.
• Reviews completed work for accuracy quality timeliness and compliance with established requirements.
• Evaluates employee performance documents performance feedback addresses work deficiencies and recommends appropriate personnel actions.
• Develops and maintains work schedules reviews and approves time submissions and coordinates resolution of payroll or attendance discrepancies.
• Prepares offer letters and hiring or rehire documentation and monitors completion of required onboarding and institutional training.
• Assesses staffing and workflow needs and recommends changes in assignments procedures training or administrative coverage.

• Reviews reports and records for accuracy and completeness and follows up with responsible parties regarding incomplete inconsistent or overdue information.
• Provides administrative data and analysis to assist leadership with planning resource allocation evaluation of services and operational decision-making.

Other duties

• May supervise student workers graduate assistants temporary employees and volunteers.
• May assist with onboarding training scheduling and evaluating assigned personnel.
• Performs other duties as assigned.

Required Education and Experience:

• Bachelors degree or equivalent combination of education and experience.
• Two (2) years of progressively responsible administrative or program coordination experience.

Required Knowledge Skills and Abilities:

• Knowledge of word processing spreadsheet database and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organization skills.

Preferred Qualifications:

• Experience supporting executive leadership research programs academic units or community engagement initiatives.
• Experience working in higher education.
• Experience with sponsored research grant administration or research compliance.
• Experience using Workday AggieBuy Concur or other university enterprise systems.
• Experience coordinating conferences professional development programs or community outreach initiatives.
• Knowledge of Texas A&M University System or State of Texas purchasing and financial procedures.
• Knowledge of administrative and office management principles. Knowledge of university policies procedures and business operations. Strong organizational project management and time management skills.
• Excellent written verbal skills.
• Ability to establish and maintain effective working relationships with faculty staff students and external partners.
• Ability to prioritize multiple assignments while meeting deadlines.
• Proficiency with Microsoft Office Suite (Word Excel Outlook PowerPoint Teams).

Special Requirements:

• Applicants with equivalent experience in place of a Bachelors degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency of a Bachelors degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of six years of experience.
  

Job Posting Close Date:

• 10/02/2026

Required Attachments:

Please attach all required documents listed belowin the attachment box labeled as either Resume/CV or Resume/Cover Letter on the application. Multiple attachments may be included in the Resume/CV or Resume/Cover Letter attachment box. Anyadditionalattachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae

• Cover Letter

Application Submission Guidelines:

All applicantsare required toapply via our Career Site on or before the closing dateindicatedon the job posting. Applicant inquiries received via email and websites such as IndeedHigherEdJobs etc. will not be considered unless the individual has applied to the available position viathePVAMUCareersite.

The required documents listed in the above Required Attachments section must be attached to the application prior to the job closing dateindicatedto ensure full consideration for the applicationsubmitted. Please contact the Office of Human Resource on or before the closing dateindicatedabove at or should you needassistancewith the online application process.

Background Check Requirements:

All positions are security-sensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.