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Administrative Coordinator

2 months ago

San Antonio, Texas, United States Texas Biomedical Research Full time
Job Summary

We are seeking an experienced Administrative Assistant I to join our Applied Science & Innovation team at Texas Biomed. The successful candidate will provide administrative support for day-to-day operations, ensuring the smooth functioning of our team.

Key Responsibilities
  • Data Management: Input, maintain, and retrieve data from various record-keeping systems, databases, spreadsheets, and other software applications.
  • Event Coordination: Coordinate preparations for various meetings, seminars, events, and functions, ensuring timely and efficient execution.
  • Inventory Management: Assemble, inventory, and track study-related materials and records, maintaining accurate and up-to-date records.
  • Quality Control: Perform quality control activities in support of team projects, ensuring adherence to established standards and protocols.
  • Office Administration: Maintain office supplies, complete purchase requisitions, and perform other administrative tasks as required.
  • Communication: Compose, type, and proofread correspondence and documents, including proposals, grant/contract applications, memoranda, agendas, minutes, policies, presentations, procedures, and other materials.
  • Formatting: Format documents and tables according to MCCR requirements, ensuring accuracy and consistency.
  • Reception and Mail: Open, distribute, and manage mail, answer and direct calls, and take messages as needed.
  • Supply Chain Management: Receive, route, and manage paperwork, supplies, equipment, and other materials for interoffice deliveries.
  • Travel Arrangements: Make travel and hotel arrangements, prepare itineraries, and manage expense reports.
  • File Management: Establish, maintain, and retire various files as required, ensuring confidentiality and data security.
  • Team Collaboration: Maintain a close working relationship with the MCCR team, participating in committees, ad hoc working groups, team onboarding activities, and specialized training sessions.
  • Customer Service: Greet visitors and ensure they receive excellent customer care.
Requirements
  • Education: High school diploma or GED, Associate's Degree preferred.
  • Experience: At least 1 year of job-specific experience, 3 years' experience preferred.
  • Skills: Well-developed organizational skills, ability to work well in a team setting, excellent interpersonal skills, and ability to manage multiple projects and tasks simultaneously.
  • Technical Skills: Computer knowledge, including Microsoft Office experience required.