Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University - Commerce

Department

University Police

Proposed Minimum Salary

Commensurate

Job Location

Commerce, Texas

Job Type

Staff

Job Description

INSTRUCTIONS TO APPLICANT:

During the application process the “My Experience ” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.) ” to upload required documents. 

• Use the Upload button to add each document.
• You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
• All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
• Incomplete or improperly submitted applications may be excluded from consideration. 

Please provide the following documents:

• Cover Letter
• Resume/CV
• Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
• Transcripts (Unofficial will be accepted with application. Official transcripts are required at time of verbal offer). 

Please do not withdraw your application in an attempt to upload a missing document. If you need assistance with this or any other matter, please contact us at [email protected] .

SUMMARY:

The Administrative Coordinator I performs a wide variety of administrative tasks for the University Police Department  to ensure operational needs are met and provides direct administrative support to the Chief of Police. Provides highly sensitive administrative support and ensures smooth operation of the department including filling-in for support services when needed.

DUTIES & RESPONSIBILITIES:

• Assists Chief of Police with all correspondence and memos. On occasion, may be responsible for communications either in writing, or in person, at meetings.

• Assists the Chief of Police in the preparation of the department’s budget. Maintains and keeps track of department’s budget accounts. Generates and maintains budget records and reports.
• Assists with inventory of the Police Department. Prepares purchase requisitions for all department purchases and maintains supplies for the department. Checks and approves all expense reports for UPD.
• Maintains department level records, files and reports such as payroll processing for department, department budgets, etc. Processes personnel paperwork.

• Assists the Chief of Police in completing and maintaining department’s Policies and Procedures Manual, General Orders and Special Orders. Type’s drafts of policies and procedures, General Orders and Special Orders for review by the Chief of Police.
• Relieves the Chief of Police of administrative details including but not limited to gathering data and preparing reports; reviews existing administrative procedures in the area of assignment and initiates or recommends improvements.
• Serves as confidential secretary to the Police Department; takes and transcribes minutes at meetings and follows-up on staff recommendations as assigned.
• Answers telephone(s) to provide information about police programs, activities or events to the public, and other agencies. Determines proper referral; prepares response letter for the Chief of Police and other department personnel; prepares letters in response to public complaints as requested by the chief; maintains department calendar and schedules appointments.
• Establishes and maintains all administrative files for the department, including grant files.
• Makes training arrangements if requested.
• Attends work on a regular and dependable basis.
• Maintains schedule of director or supervisor.  Schedules appointments for director/supervisor and arranges travel schedule and reservations for out-of-town appointments.
• Greets high level visitors, ascertains nature of business, and directs visitors to appropriate person efficiently.
• May work with outside agencies, contacts, other universities, etc. and coordinate activities or handle correspondence, records, files or reports.
• Represent department to internal staff, students or faculty and coordinate activities or handle correspondence, records, files or reports. Interacts in a professional and respectful manner with sworn personnel, city staff and the public.
• Serves as record keeper for Clery Committee.  Maintains roster, sets and distributes agendas, keeps and distributes minutes of the meetings.

MINIMUM REQUIREMENTS:

• Education: Bachelor’s Degree or equivalent combination of education and experience.
• Experience / Knowledge / Skills: Two years related high level administrative experience (or equivalent combination of education and experience may substitute. Examples of equivalencies:  High school diploma or GED with six years related high level administrative experience OR Associates degree with four years of related high level administrative experience .) Excellent knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills. Good computer skills and knowledge.
• Ability to: Ability to multitask and work cooperatively with others. Ability to organize and set priorities, maintain records, interpret and prepare reports and compose memoranda letters, and excellent communications skill essential.  Ability to demonstrate word processing, spread sheet and more specialized experience.
• Licensing/Professional Certifications: None
• Physical Requirements: None
• Other Requirements: Because the position you are applying for requires access to CJI systems, if it is found you have any of the following convictions on your criminal history report your application will be disqualified: 

• Felony Conviction
• Felony Deferred Adjudication
• Class A Misdemeanor Conviction
• Class A Misdemeanor Deferred Adjudication
• Family Violence Conviction

Open arrest for any criminal offense (felony or misdemeanor) will be disqualified until disposition.

Disqualification for applicants can also be determined by the CJIS System Officer for the Texas Department of Public Safety or the Federal Bureau of Investigations. 

                The following will be a disqualified for the amount of time listed:

• Class B Misdemeanor Conviction – 10 years
• Class B Misdemeanor Deferred Adjudication – 10 years

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

Degree preferred. Experience working in Higher Education. Prior experience working in a Police Department. Five (5) or more years related high level administrative experience. Knowledge of Systems such as AggieBuy, Canopy, Workday, Banner, Concur, Bam, and Famis. Knowledge of law enforcement technology as well as procedures preferred.

SUPERVISION OF OTHERS:

May supervise student workers.

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/AffirmativeAction/Veterans/Disability Employer committed to diversity.