Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator provides high-level, complex, and confidential administrative support to the Director of Sleep and Innovation Laboratories at the Center for BrainHealth, University of Texas at Dallas. This position plays a central role in enabling the efficient execution of the director's academic, research, administrative, public outreach, and strategic responsibilities. The Administrative Coordinator manages a high-volume and frequently shifting portfolio of activities, including executive scheduling, travel logistics, communications, meeting preparation, event coordination, financial and procurement support, technical and social media management, and liaison functions with internal and external stakeholders. The role requires sound judgment, discretion, exceptional organizational ability, and the capacity to manage multiple priorities in a fast-paced academic and research environment. This position serves as a key coordination point across university leadership, faculty, staff, students, external collaborators, donors, media partners, and other professional constituencies.

Minimum Education and Experience - Bachelor's degree and three years office administration or project management experience or an equivalent combination of education and experience.

Essential Duties and Responsibilities - Provide executive-level administrative support to the laboratory director, including complex calendar management, scheduling, prioritization of meetings, and coordination of competing commitments. Manage domestic and international travel arrangements, prepare itineraries, and coordinate travel authorizations, reimbursements, and related documentation in accordance with university policies. Draft, format, proofread, and manage correspondence, reports, presentations, briefing materials, and other professional documents, including the preparation through to deployment of social media assets. Serve as a primary point of contact for faculty, staff, students, university administrators, external collaborators, donors, and members of the public; respond to inquiries and route matters appropriately using professionalism and discretion. Coordinate meetings and events, including agendas, briefing packets, room reservations, catering, technology, parking, visitor logistics, and follow-up communications. Support budget and operational processes, including procurement requests, purchasing card reconciliation, expense tracking, account support, and coordination with finance and administrative staff. Track action items, deadlines, approvals, and key deliverables across the Professor's academic, research, and administrative portfolio. Maintain organized electronic and physical filing systems for confidential and sensitive materials. Facilitate communications and operational coordination across research, teaching, university service, and center-based initiatives. Assist in coordinating special projects, visiting speakers, advisory meetings, research-center activities, and strategic initiatives. Prepare and assemble materials for internal and external meetings, presentations, and high-level engagements. Support onboarding and administrative coordination for students, trainees, staff, and visitors as needed, in partnership with relevant university offices. Exercise independent judgment in managing sensitive information, prioritizing requests, and escalating issues appropriately. Perform other duties and special projects as assigned.

Physical Demands and Working Conditions

Additional Information - Hours: This position is scheduled to work at , 30 hours per week and is eligible for benefits. Remote Work: A remote work schedule may be available, subject to business needs and departmental approval. Ideal candidate should possess: Excellent organizational, project coordination, and time-management skills. Strong written and verbal communication skills. Preference for bilingual, with added language being Spanish. This will serve Director of Sleep and Innovations Laboratory goal for expanding his educational outreach platform to all Spanish-speaking regions of the world. Ability to handle complex and confidential matters with professionalism and discretion. Ability to anticipate needs, solve problems, and follow through with limited supervision. Strong attention to detail and accuracy. Ability to manage multiple priorities and shifting deadlines. Professional judgment in representing the office and interacting with internal and external constituencies. Working knowledge of office systems, and executive support practices. The ideal candidate will also have mid-level skills in working with AI, especially Claude, but also GPT, Gemini, and Perplexity.