Job Information
Texas A&M University Administrative Coordinator II in United States
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 (https://reslife.tamu.edu/) !
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. E xtended 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
Ability to work in a fast-paced environment
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 (http://www.tamus.edu/business/benefits-administration/) with Texas A&M contributing to employee health and basic life premiums
12- 15 days (https://employees.tamu.edu/employee-relations/leave/paid/university-holidays.html) of annual paid holidays
Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) and at least eight hours of paid vacation (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) each month
Automatic enrollment in the Teacher Retirement System of Texas (https://new.tamu.edu/enjoy-the-benefits/retirement/)
Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/) for health and wellness programs
All employees have access to free LinkedIn Learning (https://linkedinlearning.tamu.edu/) training programs, webinars, and limited financial support to attend conferences, workshops, and more
Educational release time and tuition assistance (https://employees.tamu.edu/benefits/healthy-behaviors/employee-tuition.html) 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.
Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 74,000 and nearly 14,000 faculty and staff.The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special.From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here!Equal Opportunity/Affirmative Action/Veterans/Disability Employer.
If you need assistance in applying for this job, please contact (979) 845-5154.
Useful Links:
Benefit Programs (https://www.tamus.edu/business/benefits-administration)
Retirement
Employee Discount Program (https://employees.tamu.edu/benefits/healthy-behaviors/perks.html)
Flexible Spending Accounts
University Holidays (http://www.tamus.edu/business/human-resources/am-system-holidays/)
Legal Statements
New Employee Orientation (https://employees.tamu.edu/orgdev/courses.html#EmployeeOrientations)
Prospective Employees
Safety and Security Notices (https://orec.tamu.edu/clery/annual-security-report/)
Training and Development
USERRA (https://www.dol.gov/agencies/vets/programs/userra)
Nondiscrimination Notice