Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University at Galveston

Department

10120910 Enrollment Services (Kelly Angell)

Proposed Minimum Salary

$2,964.00 monthly

Job Location

Galveston, Texas

Job Type

Staff

Job Description

The Administrative Coordinator I is responsible for assisting with building course schedules, registration and graduation.  This position will be processing student record forms, scanning and imaging documents, processing workflows, and Texas A&M Maritime Academy documentation.  This position will also supervise the student workers.

Required Education:

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

Required Experience:

Two years of experience in office administration.

Preferred Experience:

Banner Student Information System.

Electronic record keeping.

Interpersonal and communication skills.

Planning and organization skills

Required Special Knowledge, Skills, and Abilities:

Ability to multi-task and work cooperatively with others.

Preferred Special Knowledge, Skills, and Abilities:

Banner Student Information System.

Electronic record keeping.

45%: Student Records Functions

Assists with department liaisons and the Registrar's Office to ensure appropriate authorization for building the schedule of classes.  Assists facilitating room optimization and planning. Facilitates student registration.  Ensures accuracy of forms and workflows, and facilitates effective communication regarding student registration, course schedule, graduation, and degree clearance. Participates in the planning events such as conferences, seminars, meetings, and workshops and supports events on-site. Participates in the planning and execution of administrative operations.  Maintains and reviews academic signature cards for academic departments and Registrar’s Office.  Oversees account management for student information system (Compass).  Research, interprets, complies and responds to inquiries regarding student record rules, regulations, and policies.  Reviews documents and attends meetings for supervisor.  Ensures timely response to online portal system requests. Monitors Records timelines and procedures, identifies and resolves issues. Campus liaison with the Registrar’s Office in TAMU.  Provides training to campus staff when upgrades are made to online systems, such as the student information system, Section Request System, University Adjustment System, and online workflows.  Develops, evaluates, and ensures adherence to state policy & office procedures.  Analyzes requirements for Records projects to support process improvements and new initiatives, such as online system upgrades, and modifying processes and procedures. Responsible for providing administrative support for records to include the exercise of discretion and independent judgement with respect to matters of Records significance. This position is critical to the management of the schools records administrative efforts.

30%: Scanning and Imaging

Facilitates the accuracy of student documents and Sea Service for scanning and imaging into software system. Meet audit and compliance requirements set forth by United States Coast Guard.  Develops, evaluates and ensures adherence to office procedures. Verifies the quality of the digital images; stores images according to organization’s guidelines.

20%: Supervision

Hires, schedules, supervises and evaluates student workers (10-15).  Train student workers on office procedures and professional etiquette. Training student workers on utilizing campus software, such as the student information system, applicant system, and phone system.

5%: Other Duties

Performs other duties as assigned.

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.