Administrative Coordinator I (CIRCLE)

Job Title Administrative Coordinator I (CIRCLE) Agency Prairie View A&M University Department School of Public and Allied Health Proposed Minimum Salary Commensurate Job Location Prairie View, Texas Job Type Staff Job Description Important Immigration information: A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Texas A&M University will NOT pay this fee. Therefore, 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 Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate. ------------------------------------------------------------------------------------------------------------------------------ The salary is determined in accordance with the University’s compensation structure and will be commensurate with 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