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Administrative Coordinator II - Dean's Office Coordinator

Sam Houston State University • Huntsville, TX • 1w ago

Requisition: 202500167S

Occupational Category (Staff Positions Only): Technical/Para-Professional

Hiring Salary: Monthly-Staff

Department: College of Osteopathic Medicine

General Requirements:

Bachelor's degree in a related field. Three years of relevant administrative assistant or coordinator experience or experience in a related field / office environment. Experience in Higher Education is desirable. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position/Usual Duties:

Performs advanced administrative coordinator duties for SHSU -College of Osteopathic Medicine Dean's Office.

Primary Responsibilities (Staff Positions Only):

Performs advanced administrative coordinator duties, which require the ability to perform work of considerable complexity, involving working independently towards general results, devising new work methods, interpreting policy, or meeting new conditions necessitating a high degree of ingenuity, initiative, and discretion. Serves as the assistant to the Director of Operations at COM to support and assist with Dean's Office initiatives, activities, programs, facility needs, and special projects. Manages all appointments and calendars for the Dean's Office, including meetings with faculty, staff, students, and external visitors. Plans and coordinates Dean's Office-driven events, such as supporting the Dean's Office coordination of COCA accreditation site visits and organizing executive meetings with internal and external stakeholders, which includes arranging travel, hotel arrangements, and on-site catering. Arranges Dean's office travel and guest/visitor travel arrangements, including filing travel pre-approvals and reconciling travel expense reports. Responsible for ordering supplies for the Dean's Office Boardroom and resource rooms. Conducts building walkthroughs to report and schedule maintenance requests, services, and work orders. Facilitates building repair projects under the supervision of the Director of Operations. Monitors project timelines, identifies issues, and makes suggestions to improve processes. Supports meetings, organizes materials, and takes minutes. Assists visitors as needed. Prepares, reviews, revises, and distributes documents and correspondence. Handles P-Card purchases, monitors expenses, and runs and keeps reports of expenditures, travel, and other transactions at the college level. Works closely with Procurement to expedite outside contracted projects through Facilities and IT@Sam. Conducts yearly building inventory verification with the Office of Property and the College of Osteopathic Medicine departments. Coordinates purchases, files inventory, and records archival in accordance with records retention policies. Applies detailed knowledge of university infrastructure, policies, and procedures. Provides departmental or University information to students, departments, and staff. Performs other related duties as assigned.

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