Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Dean Of College Of Architecture

Proposed Minimum Salary

Commensurate

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 College of Architecture offers undergraduate and graduate professional programs to prepare individuals to enter the professions of architecture, landscape architecture, construction management, urban and regional planning and visualization. The planning, design and construction of the world’s buildings, cities and landscapes involve a variety of professional skills. The faculty of architects, urban planners, landscape architects, engineers, computer scientists, constructors, lawyers, historians and artists, in collaboration with educators in the language, philosophy and culture and natural and social sciences, help students develop an understanding of the physical, social, economic and political forces that shape our environment.  To learn more about the College of Architecture, please visit us at https://arch.tamu.edu

What we want

This Administrative Coordinator I is responsible for providing administrative support for the Associate Dean for Academic Affairs and the Assistant Dean for Graduate Studies. Specific duties include: coordinating and scheduling classrooms; performing catalog updates and authorizing computer system access and supporting the Office of the Dean and School’s events. Our ideal candidate will demonstrate competencies in communication, taking initiative, attention to detail, exercising discretion and working knowledge of office and scheduling software. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If this description appeals to you, we invite you to apply to be considered for this opportunity.

What you need to know

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 and Experience:

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

• Two years of experience in office administration.

Required Knowledge, Skills, and Abilities:

• Working knowledge of MS Office suite.

• Intermediate or advance Excel Skills.

• Shows initiative, attentive to detail, exercises good judgment in handling confidential matters.

• Communicates effectively and professionally and is customer service oriented.

• Ability to multi-task and work cooperatively with others.

Preferred Knowledge, Skills, and Abilities:

• Working knowledge of Compass and Outlook.

• Knowledge of Qualtrics and survey best practices.

• Working knowledge of institutional academic data sources.

Responsibilities:

• Room Scheduling - Responsible for approving departmental schedule requests on the dean’s behalf, resolving scheduling conflicts and room availability, and for coordinating departmental schedulers to submit term schedules by university deadlines. Coordinates with the departments and Registrar’s office to identify available classrooms and to effectively utilize school-controlled classrooms.  Also responsible for scheduling school meetings and events, including coordinating with Information Technology and building proctors to make sure that the required accommodations are in-place and functional.

• Direct Support - Provides direct administrative support to the Associate Dean for Academic Affairs and the Assistant Dean for Graduate Programs in areas related to their academic mission.  This includes supporting their standing committees/events: school academic affairs, graduate programs committees, annual assessment reporting, and Camp ARCH.  Supports associate and assistant deans with projects related to school academics, assessment, accreditation, and student support initiatives by gathering data, editing, and preparing reports for distribution. Assists deans in administering school-awarded scholarships and maintains list of scholarships in coordination with the business office and departmental administrative staff. Serves as PAA for Howdy, Compass, and other Admissions and Registrar’s computer systems; this entails securing the level of access appropriate with the individual’s job responsibilities. Communicates effectively on behalf of the academic deans with students, faculty, and staff; corresponds professionally on behalf of the associate and assistant deans. Coordinates meeting scheduling, appointment scheduling, events initiated by associate and assistant deans, and other necessary administrative tasks. Supports and manages associate and assistant deans calendar and travel.

• Dean's Office Support - Serves as a team member in the dean’s office to offer administrative support to the School.  Assists in managing specific projects for the college, assists in the arrangement of meetings, appointments, conferences and travel.  Distributes and evaluates incoming mail and correspondence. Prepares, proofreads, and edits outgoing correspondence on behalf of the dean’s office or school.   Assures deadlines are met and supported especially in regards to tasks assigned by college administrators.  Is responsible for purchasing swag and other merchandise, etc.  Supports the scheduling of the School events with other staff members. Oversees the ProCard receipts and log-in system for the Dean’s office. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University and TAMHSC, 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.