Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Residence Life And Housing

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Glimpse of the Job

Are you looking for a role within one of largest student-centered units of our university?

Consider our Administrative Coordinator position where you will assist the Operations and Events office support the department of Residence Life through oversight of buildings and spaces, summer conferences, operational services, and event management. The Administrative Coordinator is responsible for the overall management of the Operations and Events office. This includes student supervision, budget management, project coordination, and coordination and oversight of summer operations.

Who Are We

The Department of Residence Life is housed within the Division of Student Affairs. It is comprised of 70+ full-time staff and 475+ graduate and undergraduate student staff. We offer a fun, academic-centered environment where each staff member has the opportunity to make a difference in the lives of students. We have a engaging workplace where you can grow and feel a sense of belonging. You will love it here!

What to do

Apply now to take the first step towards an exciting career!  A cover letter and resume will assist in the review of your application materials. You can upload them during the application process at CV/Resume.

Salary Range: $42,868 to $47,000/Annually (Commensurate based on hire's experience)

Position Details: Employee will supervise (7) Office Assistant and (1) Graduate Assistant for Events. Extended use of a video display terminal, communication, and administration. Travels from building to building.

Qualifications

Required Education and Experience:

• Bachelor's degree in applicable field or equivalent combination of education and experience

• Three years of related administrative or office administration experience

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications

• Ability to problem solve, think critically, take initiative, and complete tasks with minimal direction

• Interpersonal and communication skills

• Effective customer service skills

• Planning and organization skills

Preferred Qualifications:

• Three years of experience in office administration or project management

• Experience in process and database management, building access and security, report building and analysis

• Event planning, scheduling, and management experience

• Experience managing calendars and schedules for multiple leadership members

• Multi-line phone use and management experience

• Supervisory experience

• Expert knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint and Publisher

• Ability to manage and use Frontier

• Working knowledge of FAMIS and CANOPY

Essential Duties/Tasks:

• Office Management

• Manages the daily office operations and provides administrative support for the Associate Director, three Program Coordinators, and one Graduate Assistant, which may include managing calendars, coordinating meetings and other special events, preparing itineraries, and providing on-site support. Coordinates administrative support functions, especially for summer operations. Ensures all emails to the operations and events office are addressed in a timely manner. Researches, interprets, compiles, and responds to email and phone inquiries about rules, regulations, policies, and procedures. Provides upkeep of the Operational Calendar. Coordinates the maintenance of the filing system and records in accordance with the University records retention schedule. Develops, reviews, and updates the Operations and Events SOPs and office manual, Residence Life buildings and space floor plan information and spec sheets, evacuation maps, website data for residence halls and buildings. Produces and submits Purchase Authorizations and submits acquisitions through AggieBuy, or other approved vendors. Ensures all invoices are processed for payment in a timely and accurate manner. Assists in the development of the Operations and Events budget. Accurately maintains and monitors the Operations and Events budgets. Coordinates the maintenance of office supplies and equipment in accordance with department and University procedures.

• Coordination

• Coordinates submission of work requests through the AggieWorks work request system and follows up on completion of requests submitted. Coordinates all loaner access cards/keys, vehicles and equipment issued to embedded staff, vendors, and other TAMU departments. Maintains card access information on database. Plans and coordinates administrative activities and services, including scheduling of staff and student relocations and furniture installation projects. Plans and coordinates interdepartmental meetings for transitional periods. Coordinates, through the Transportation Center, routine vehicle servicing and maintenance. Submits surplus transfer request documentation through Canopy for disposal of unneeded Residence Life assets and coordinates delivery of assets to Surplus. Assists with TAMU required annual inventory process for all Residence Life physical assets. Coordinates reservation requests, contracting, billing, scheduling, plan designs, set-ups and take downs, and post event inspections for all reservable spaces in Residence Life buildings.

• Supervision

• Hires, trains, evaluates, and supervises student employees. Develops and implements semesterly trainings. Assigns tasks and evaluates job progress of student employees. Coordinates the scheduling of student employees for scheduled events. Ensures student employees have completed all University required trainings within the deadline. Reviews and approves timesheets for student employees using Workday. Works with the appropriate TAMU offices to update position descriptions and implement student worker pay scale adjustments for students supervised. Completes required paperwork for termination of employment as needed. Supervision of the Events Student Coordinators as needed when the Graduate Assistant is not available.

• Data and Records Management

• Assists with analyzing requirements for projects and providing budgetary estimates for planning purposes. Develops, maintains, and updates databases for specialized projects. Collects and records data for project summaries and reports. Coordinates the collection of data in regard to construction, renovation and furniture replacement projects for all Residence Life buildings. Compiles information of past, present, and future planned construction and renovation projects for website and presentation publication. Develops administrative and technical procedures.

Why Texas A&M University?

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as: sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. In addition, you have access to many benefits and perks, such as:

• Health, dental, vision, life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays

• Up to eight hours of paid sick leave and at least eight hours of paid vacation  each month

• Automatic enrollment in the Teacher Retirement System of Texas

• Free exercise programs and release time for health and wellness programs

• All employees have access to free LinkedIn Learning training programs, webinars, and limited financial support to attend conferences, workshops, and more

• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

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.

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.