Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University - Corpus Christi

Department

College of Business

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

Description:

The Administrative Coordinator, under direction, provides direct administrative support to the Dean, including special events, projects, initiatives, and programs. Provides leadership in planning, directing, and evaluating college operations. Functions as a high-level college liaison to customers, represents the college on committees, and maintains interactions with high-ranking officials within and outside of the University.

Responsibilities:

Executive Assistant (25%)

• Act as the liaison and point of contact for the Dean.
• Provide high-level complex administrative support to the Dean, including drafting and managing correspondence and communications, scheduling appointments, and managing calendar, coordinating travel, compiling reports, maintaining records and other documentation and managing projects,
• Conduct research for and briefs the Dean prior to meetings and events, reviews scripts and participate in rehearsals, if needed.
• Ensure that the Dean and Associate Dean(s) are staying up to date and meeting deadlines, by maintaining detailed records and monitoring assigned tasks, clearly communicate any possible conflicts and anticipated issues.
• Create presentations, prepare reports, prepare agenda for meeting and taking notes regularly throughout the meeting and transcribe minutes.
• Act as the Dean’s gatekeeper, managing access to his time by others.
• Perform other duties as assigned.

Office Manager (50%)

• Organize college events such as opening week meetings, pre-commencement activities, college alumni events and faculty/staff social and receptions. 
• Plan for office renovation and recommend improvements of offices and office furniture. Manage office space assignments, making sure the space plans of all college buildings are updated. 
• Make arrangements for dignitaries and other distinguished visitors, as well as potential employees visiting the campus and welcomes them on behalf of the Dean.
• Identify and recommend improvements for administrative procedures and make evaluative judgments in implementing changes. Assist in the resolution of complex, highly sensitive, and confidential administrative matters.
• Budget control and oversight of up to $50,000/year toward college events, distinguished guests, and office renovations.
• Serve on various college, university, and system committees.

Personnel Management  (12.5%)

• Direct supervision of Admin Associate IV and/or Admin Associate V.
• Oversee student workers and department lead admins in the college.
• Approve time off and timesheets of direct reports.
• Evaluate performance of direct reports as well as department lead admins.
• Participate in staff salary reviews and make recommendations for promotions and professional trainings.
• Monitor and coordinate staff workflow, delegate and distribute tasks.
• Develop and train new staff members.
• Lead support for faculty and staff searches, recruitment, and hires.
• Process promotions, compensation changes, position reviews, terminations, resignations, and retirements.

Key Processes (12.5%)

• Manage the Pre-tenure, Promotion and Tenure and Post-tenure process, ensuring all university and college rules and timelines are followed.
• Maintain college committee roster.
• Coordinate college representation in various university committees.
• Update and manage Emergency Management Plans and Emergency Contact List.

Qualifications:

• Bachelor’s degree.
• Two (2) years of experience in supporting top level executives or related.
• Additional education/experience may be considered for the minimum requirements.
  • Associate degree and Four (4) years of experience OR
  • Bachelor’s degree and two (2) years of experience OR
  • Master’s degree
• Experience with working on projects and setting deadlines to establish goals and workload priorities.
• Strong interpersonal, time management and organizational skills. Demonstrated proficiency with communication (verbal and written) with the ability to effectively prepare, proof, and edit correspondence and administrative reports.
• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Ability to work efficiently with minimum supervision, exercise independent judgement and personal initiative.
• Ability to work well with all levels of internal staff as well as outside stakeholders, volunteers, and staff.
• Ability to function effectively in a fast-paced environment with frequent interruptions.
• Excellent ability to plan, remain organized, and attention to detail.
• Knowledge of administrative and office management principles and practices.
• Ability to understand, interpret, and apply rules, regulations, policies, and procedures.

Preferred Qualifications:

• Four (4) more years of experience in higher education and executive level office setting.
• Experience with FAMIS/Canopy, Argos, Banner, Concur, Workday and other relevant software.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and WebEx.

Salary:

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.