Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M Engineering

Department

Engineering Technology

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Why work for Texas A&M Engineering?

Who we are

Texas A&M Engineering is a large employer in the great and growing cities of Bryan/College Station, offering thousands of career opportunities in a wide variety of fields. We are deeply committed to recruiting and retaining a talented workforce that embraces our core values of respect, excellence, leadership, loyalty, integrity, and service. Texas A&M Engineering offers competitive salaries, full benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education, research, and public service.

Job Description

Purpose:

The Department of Engineering Technology and Industrial Distribution (ETID) is looking for an Administrative Coordinator I to join the department's Industrial Distribution (ID) team.  The Administrative Coordinator works under general supervision and coordinates administrative support for the program and the department, including exercising discretion and independent judgment concerning matters of significance. This position provides logistical and administrative support for events, meetings, and other special functions (including on-site support), supports with planning and managing events and other regularly scheduled meetings, communicates and promotes the events and other highlights of the program,  assists in maintaining the website and social media platforms, analyzes requirements for project initiatives, and coordinating and monitoring action items, and coordinates administrative activities and services relating to office procedures, special analyses, project summaries, and/or compliance functions while exercising discretion and independent judgment with respect to matters of significance.

Responsibilities:
Communications and Events:

• Coordinate logistics for program events and meetings, including managing schedules, booking travel, coordinating with speakers and attendees, arranging space and equipment/AV, and promoting events and research to internal and external audiences.
• Manage marketing materials for various constituent groups (students, staff, faculty, and industry partners).
• Liaise with participating/sponsoring organizations and be the main point of contact at events and meetings.
• Develop, edit, and update documents for internal and external audiences, particularly documents, presentations, and other communication material to promote events and program research.
• Work with the communications team and manage social media content and other marketing outlets.

Administrative Support:

• Assist with program and department leadership on special projects.
• Coordinate travel arrangements for the faculty, students, and staff and prepare itineraries.
• Prepare and submit travel-related documents for the faculty in the Concur E-Travel System.
• Plan and coordinate meetings, seminars, and other special events.
• Make recommendations for process improvements, administrative changes, or new initiatives.
• Analyze programs, projects, or initiatives to compile information and create reports.
• Maintain files and confidential information and record retention according to university guidelines.

Program Support:

• Plan and coordinate logistical and administrative support for guests visiting the program and department, specialized activities, projects, long-term initiatives, or new programs and provide administrative support for other teaching and research faculty in that program.

General:

• Exhibit a high level of professionalism, customer service, efficiency, and confidentiality.
• Work with the team of faculty, staff, and students.
• Participate in university, division, and/or department committees and task forces.
• Perform other duties as assigned.

What we need:

• Bachelor’s degree or equivalent combination of education and experience.
• 2 years of program administration and/or coordination experience

Required Knowledge, Skills, and Abilities:

• Ability to use technology to improve work practices and communication flows
• Excellent oral and written communication skills (including the ability to draft/edit correspondence)

What is helpful:

• Experience and full proficiency in Microsoft Office, Google Drive, Slack, and Zoom
• Working knowledge of design and website software (Publisher, Photoshop, etc.)
• Experience & proficiency using scheduling software such as Outlook, When2Meet, DoodlePoll, and/or Calendly
• Requires occasional evening, night, weekend, and holiday work.

Work Location:

• Main Campus – College Station, TX.

About Department of Engineering Technology and Industrial Distribution

The Department of Engineering Technology and Industrial Distribution at Texas A&M University ranks among the top Engineering Technology and Industrial Distribution programs in the country, and is a part of the Top 10 ranked Texas A&M University College of Engineering. "Engineering Technology" is the profession in which knowledge of the applied mathematical and natural sciences gained by higher education, practical experience, and competence developed in a specific field is devoted to application of engineering principles and the implementation of technological advances for the benefit of humanity. "Industrial Distribution" applies mathematics, science, engineering technology, business, data processing, communications, quality, and Supply Chain Management to the wholesaling and distribution of technological products.

Texas A&M Engineering provides an outstanding benefits package including but not limited to:

• Competitive health benefits.
• Generous paid vacation, sick time, and holidays.
• Vision, Dental, Life, and Long-Term Disability insurance options.
• Teachers Retirement System of Texas (TRS), a defined benefit retirement plan with 8% employer contribution.
• Additional Voluntary Retirement Programs: Tax Deferred Account 403(b) and a Deferred Compensation Program 457(b).
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional development opportunities.
• Tuition assistance https://engineering.tamu.edu/information/esac/staff-development/staff-development-opportunities.html
• Wellness program release time offered to employees to promote work/life balance.

Helpful Applicant Information

Required Materials for Application:

• Resume/CV
• Three work references with their contact information; at least one reference should be from a supervisor/former supervisor.
• Letter of interest

Compensation Philosophy:

• Recruit and retain high-performing workforce through competitive compensation and career development including career pathing, coaching and skills development.
• Offer total rewards, flexible benefits, professional development, performance recognition and work-life balance.
• Ensure resources are readily available and utilized to attract and retain the highest quality researchers, faculty, and staff.

Employment Eligibility Verification

• If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in delay of start date.

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.