Overview

Job Location:
Dallas TAMHSC

Job Title

Administrative Coordinator I

Agency

Texas A&M University Health Science Center

Department

Comprehensive Dentistry

Proposed Minimum Salary

Commensurate

Job Location

Dallas, Texas

Job Type

Staff

Job Description

What we believe

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents and identities are vital to accomplishing our mission and living our core values.

Who we are

As one of the fastest-growing academic health centers in the nation, the Texas A&M University Health Science Center encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want

The College of Dentistry is looking for an Administrative Coordinator I to serve as a member of the Department of Comprehensive Dentistry AEGD Residency Program team. We desire an individual who subscribes to and supports our commitment as stated above.  The successful applicant will bring an expert level of administrative experience to the position and understand the demands of supporting executives in a fast-paced environment. This person must be professional, enjoy working in a high-volume environment and be able to apply strong organizational skills while being flexible in their daily routine. If this is you, we invite you to apply to become a member of our team.

Job Summary:  Provide administrative support for the AEGD Residency Program.

Required Education and Experience:

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

  • Two years of related 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 Education and Experience:

  • Experience working with diverse individuals and communities.

  • Ability to work efficiently and with minimal errors.

  • Attention to detail.

Responsibilities:

  • Provide administrative support such as create and respond to correspondence, provide information regarding all aspects of the AEGD residency program, maintain director’s calendar, and maintain/update AEGD Residency Program calendar and schedule. 

  • Assist Program Director administratively in overseeing the AEGD residents by scheduling and coordinating resident applications and interviews, follow-up on the interview process, track and file resident’s leave, presentations, monthly reports and all other necessary documentation for their folders. 

  • Assist AEGD management in devising and implementing methods for improving the program.    

  • Create and update the operational manual for the AEGD clinic. 

  • Maintain and update AEGD employee files. 

  • Attend the educational and administration meetings as assigned and provide the minutes in a timely manner.

  • Receives, protects and disseminates sensitive and confidential information as necessary to the mission of the program.    

  • In conjunction with Program Director monitors residency program budgetary spending and reconciles accounts with end of month reports. 

  • Assist with managing grant account spending.

  • Verify and research AEGD invoices for accuracy.  

  • Processes all AEGD invoices in a timely manner for payment. 

  • Communicate with vendor on any inaccurate invoices and track to ensure corrected invoices are received and then process for payment. 

  • Procure all clinical and office supplies and equipment. 

  • Assist with the surgical and implant inventories. 

  • Prepare travel requests and/or reimbursements for the residency program. 

  • Responsible for departmental inventory, updates and yearly verification. 

  • Coordinates disposal of equipment with appropriate paperwork.  

  •  Monitor and audit Axium (clinical software program) for proper documentation, charges and payments.

  • Supervise, hire and train AEGD staff in combination Program Director. 

  • Approve direct report staff biweekly payroll, complete annual evaluations with Program Director input, and approve absence requests.  

  • Process and/or approve AEGD staff payroll and position changes in the Workday system. 

  • In combination with the Program Director and Department Head, determine any needed disciplinary actions and/or dismissals.   

  • Assist Clinic Coordinator as needed in maintaining efficient patient service and data entry into Axium. 

  • Assist with processing of departmental invoices as needed.         

  • Planning and implementing conferences, lunch and learn programs, and social events for the residency program. 

  • Perform 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.

In accordance with the federal contractor vaccination mandate, specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate and will be required to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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 committed to diversity.