Administrative Coordinator and Office Lead

Job Title

Administrative Coordinator and Office Lead

Agency

Texas A&M University

Department

Academic Affairs Recruiting Office

Proposed Minimum Salary

$3,570.00 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment  

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents and identities are vital to accomplishing our  mission  and living our  core values .  

Who we are

The Office of the Provost and Executive Vice President ensures broad academic excellence across the university. We do this by supporting academic leadership, faculty, staff, and students in their pursuits throughout the community. Each area of the Office of the Provost and Executive Vice President carries specific responsibilities for achieving the goals affiliated with academic excellence and reaches them through different means. Learn more about the office and our leadership at https://provost.tamu.edu .

The Academic Affairs Recruiting Office assisted with the creation and posting of this job requisition for The Office of the Provost and Executive Vice President.

Who we want

We have an exciting opening for an Administrative Coordinator I, to coordinate, support, and lead may different aspects of the office. Specific opportunities to support the office include front-line customer-service for guests and stakeholders in all contexts, facilitating day to day administrative functions, and as assistant to the Chief of Staff. This position will coordinate coverage of the main customer contact points for the office (email, phone, front desk), planning and executing advanced administrative operations within the office to capture efficiencies, and leverage organizational skills in the pursuit of excellence. Leadership opportunities for this position will be captures through the supervision and training of student employees and opportunities for professional development. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If this job description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Proposed Salary: $3,570 monthly

Position Location: This position is located in College Station, Texas

Cover Letter & Resume: A cover letter and resume are strongly recommended.

COVID-19 information: Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M's COVID-19 response please visit the University's COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness COVID-19 website .

Required Education & Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Two years of experience in office administration.

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Required Knowledge, Skills, and Abilities:

• Ability to multitask and work cooperatively with others.

• Excellent written communication, analytical, interpersonal, and organizational skills.

• Ability to work in a service-driven environment.

• Ability to work with sensitive information and maintain confidentiality.

• Ability to work independently once given a project and responsibility.

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

Other Requirements or Other Factors:

• There may be a need to periodically (2-3 times per year) work after hours in support of special events.

• These events will be known well in advance and expectations communicated ahead of time.

Preferred Education & Experience:

• Bachelor's degree

• Experience providing excellent customer service for a high-contact, stakeholder driven office. 

• Five years of experience in office administration.

• Experience as an assistant to an executive and experience working in higher education.

Preferred Knowledge, Skills, and Abilities:

• Experience with Concur, Laserfiche, and Adobe Acrobat.

Responsibilities

• Provost Office Suite Coordination - Provides front-line customer service support for the suite office members of the Provost’s Leadership team and the Provost. Coordinates and participates in the planning of various administrative functions in support of the office. Develops contacts within the office and across the university to accomplish the goals and expectations of the office. Monitors, evaluates, and adheres to office processes to ensure a clear and supportive environment. Maintains a variety of fiscal, administrative, academic, and division records. Coordinates, monitors, and establishes necessary workflows to ensure outcomes are being reached. Coordinates schedules, meetings, calendars, and special events as needed for various internal stakeholders. Monitors and manages purchasing for the office to include supplies, vendors, some office events, and university partners. Facilitates the online file retention and management process. Plans and executes advanced administrative operations

• Office Support - Support the Chief of Staff as an assistant to include coordination of schedule, travel, and contact management. Facilitates day-to-day administrative functions. Coordinates coverage of the main customer contact points for the office (email, phone, front desk). Engages customers, stakeholders, and campus partners in troubleshooting and problem-solving efforts. Proactively seeks to support and assist other leadership in the suite and build effective relationships with internal and external stakeholders in daily operations. Provides periodic support for events. Develops, evaluates, and ensures adherence to office procedures. Reviews documents for supervisor. Attends meetings or committees on behalf of supervisor. Analyzes requirements for projects or initiatives. Applies and interprets, and/or assists in implementing management policies or operating practices. Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures. Performs special analyses and project summaries.

• Leadership - Recruits, trains, and supervises student employees in support of the office. Develops learning outcomes for students to reach as part of their employment to assist in long-term development. Coordinates student work schedules to ensure coverage at appropriate events. Establishes and promotes professional development opportunities for student employees, office staff, and divisional stakeholders as appropriate.

• Office Fleet Coordination - Facilitates and arranges for the maintenance, scheduling, and reservation of the office’s fleet of vehicles. Uses these vehicles, consistent with university and system policy, to conduct office business.

• Other duties as assigned - Perform and conduct other duties in support of the office and institution’s pursuit of academic excellence.

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.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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.