Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Student Life

Proposed Minimum Salary

$3,937.50 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Administrative Coordinator is responsible for providing specialized administrative support and office management New Student and Family Programs within Student Life, including: Coordination of office budgets, supervision of student employees, administrative support for the Assistant Director of Student Life/Director of New Student and Family Programs, assistance with coordination and implementation of New Student Conferences, support and staffing assistance for campus-wide committee meetings, and front-line customer service for new students and their families.

Your Opportunity to Contribute:

• Office Manager - Responsible for managing daily operations in the Office of New Student & Family Programs (NSFP). Provides administrative support to the Assistant Director of Student Life/Director of New Student & Family Programs. Supervises, trains, schedules, assigns tasks, and evaluates the work of 5-7 student employees. Serves as first line of contact for students, family members, and campus constituents, which includes managing a high volume of inquiries via phone, text, and office-wide email accounts. Screens and refers questions from parents, students, and other visitors, and makes referrals to university offices, as needed. Performs editing/updates to office-wide websites and publications. Maintains open communication lines between office staff, student leaders, student employees, and other University offices via verbal and written communication. Creates, maintains, and retains the office filing system. Coordinates supplies and equipment inventory for office and staff. Oversees administrative processes for the departmental slow moving utility vehicle including appropriate use of procedures, training of staff, and service and maintenance of the vehicle, which requires operating a slow-moving vehicle to perform these duties. ​

• Event Support - Provides logistical and administrative support for the planning and implementation of office events including New Student Conferences (NSCs), Howdy Week, and Family Weekend. NSC: oversees the resource tables, including application of the participant policies and procedures and serves as main point of contact for participants; serves as a central point of contact for university-wide offices and troubleshooting as necessary; coordinates bid for promotional items for student and family attendees; manages NSC supply and equipment order and coordinates apparel order for all NSFP full-time staff, interns, student employees, and the Aggie Orientation Leader Program; provides support to the NSC registration process and works directly with the Office of Admissions to support student/family questions; responsible for the preparation of NSC student and guest nametags and troubleshoots with IT for any production issues; provides on-site NSC support as needed. ​Howdy Week: provides logistical support, communicates with campus wide participants, staffs NSFP specific programs; and assist NSFP staff as needed. Family Weekend: staff NSFP specific programs; field questions by phone and email of Aggie Family Members; assist NSFP staff as needed.

• Budget Coordination - Coordinates the yearly budget including records of office expenses for multiple ledger accounts totaling more than $2 million dollars. Trains new staff on budget processes and helps navigate purchasing guidelines and procedures. Processes purchases for the office such as NSC programs, Howdy Week, Family Weekend and general office purchases. Oversees administrative process for sales of NSFP products (family calendars, class photos, etc.). Creates, maintains, and retains files related to expenses and budgeting procedures. Coordinates cash payments and deposits, and reconciles multiple accounts each month. Creates invoices for advertisers and follows up for payment. ​Oversees office payment equipment (credit card terminals) and ensures full operation and security of equipment. Serves as main point of contact for Student Life Business Office and FMO.

• Committees & Department Roles - Serves as a representative on Department, Division, and University committees and task forces, at events, and to department stakeholders as assigned. Professional and administrative staff are expected to volunteer to assist other program areas within the department. Performs other duties as assigned.

  Who we are

  Student Life strives to enhance opportunities for students to participate fully in the University experience. We do this by providing information, services, programs and involvement opportunities that facilitate responsible life choices and promote awareness of self and community. Each of the program areas within Student Life has a specific mission, but one common goal: to provide education, outreach, and support to you. Learn more about our various program areas Here! (https://studentlife.tamu.edu/)

  Qualifications

• Bachelor’s degree or equivalent combination of education and experience and three years of experience in office administration

• A well-qualified candidate may have work experience w orking knowledge of spreadsheet, presentation and word processing software programs - Interpersonal and communication skills and ability to plan and organize effectively

• Bookkeeping and/or accounting experience - Working knowledge of Workday, Concur and other TAMU software applications ​

  ​What to Know and 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: $47,250/Annually

  Why Texas A&M University? 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. 

• Health (https://www.tamus.edu/business/benefits-administration/medical/) , dental (https://www.tamus.edu/business/benefits-administration/dental/) , vision (https://www.tamus.edu/business/benefits-administration/vision-insurance/) , life and long-term disability insurance (https://www.tamus.edu/business/benefits-administration/life-add/) with Texas A&M contributing to employee health and basic life premiums

• 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays

• Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html)  and at least eight hours of paid vacation each (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) month

• Automatically enrollment in the Teacher Retirement System of Texas

• Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

• Professional Development: All employees have access to free LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more

• Employee Tuition Assistance (https://livingwell.tamu.edu/employee-tuition-assistance/) and Educational Release time (https://employees.tamu.edu/employee-relations/leave/paid/educational.html) for completing a degree while a Texas A&M employee

For additional information on benefits Click here (http://employees.tamu.edu/benefits/_media/documents/200benefitsWellness101.pdf)

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