Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Residence Life And Housing

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 Department of Residence Life is housed within the Division of Student Affairs. It is comprised of 60+ full-time staff and 180+ graduate and undergraduate student staff. We offer a fun, academic-centered environment where each staff member has the opportunity to make a difference in the lives of students. To learn more, please visit our website https://reslife.tamu.edu/ .

What we want

We are looking for an Administrative Coordinator, to join our unit. This position provides administrative support for the day-to-day operations of the Housing Assignments Office to include marketing and communication, customer service escalations, and supervision of student staff. Provides direct support to HAO Coordinator and indirect support to Associate Director. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If you have the desired skills and this description appeals to you, we encourage you to apply for this position.

What you need to know

Salary: $33,362.00-$42,868.00/annually

Cover Letter/Resume’: A cover letter and resume’ are strongly recommended. You may upload these documents on the application under CV/Resume.

Position Details: This position will work Monday-Friday, 8am-5pm with a one-hour lunch break. Weekend or evening work may be required occasionally. Position supervises (6) Student Coordinators.

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 Special Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organization skills.
• Detail oriented.
• Ability to meet deadlines and maintain a high level of accuracy, professionalism, and a customer service orientation.
• Must be literate in the English language and able to comprehend, give, and follow both written and verbal instructions.

Preferred Education and Experience:

• Bachelor’s degree.
• More than two years of experience in higher education, student housing, or customer service.
• Background in office environments with much time spent in contact with students.

Preferred Knowledge, Skills, and Abilities:

• Proficiency in StarRez, Zendesk, and current versions of Microsoft Office Suite.
• Ability to provide exceptional service to many customers at the same time.
• Bilingual in Spanish.

Preferred Licenses and Certifications:

• Notary Public (or ability to obtain within 6 months).

Responsibilities

• Administrative Support - Provides administrative support by answering telephones, copying, filing, proofreading correspondence, scheduling meetings, preparing agendas and minutes and attending meetings; also prepares and distributes meeting and report materials. Coordinates the planning of special events and coordination of logistical arrangements. Answers questions and concerns of parents or students. Provides technical information regarding department policy as it relates to the Housing Assignments Office and resolves issues in a proactive manner. Provides updated information regarding policies and procedures on a regular basis. Organizes, approves, updates, and edits Housing Assignments Office staff manuals. Develops, evaluates, and ensures adherence to office procedures. Makes recommendations for process improvements, administrative changes, or new initiatives. Coordinates the distribution of resources to all designated areas within the office and department. Updates and maintains operational calendar, publications, forms and office supplies. Researches, interprets, and compiles data from the housing database and other sources. Creates and shares reports regarding occupancy, capacity, vacancy, and demographics. Performs special analyses and project summaries. Assists with the Housing Assignments Office budget and coordinates the purchasing of office supplies. Manages student worker and training budgets. Completes purchase authorizations and maintains monthly budget expense statements. Works closely with the Business Office to stay in compliance with rules and policies in regard to purchasing. Assists with validating and maintaining accurate student billing records. May process charges and make adjustments using prorate tools and manual entry methods as needed. Runs and reviews daily reports for successes and failures as well as monthly reconciliation files. Verifies and uploads billing files to Student Business Services. Monitors payment provider system to updates transactions, process errors, and refund duplicate payments. May serve as Notary Public. Provides back up support to the Program Coordinator on housing application processes and Living Learning Community (LLC) assignments. Assists Conferences and Guest Services, Tours, Corps Housing, and University Apartments with administrative tasks as needed.

• Customer Relations and Communications - Provides support to customers via multiple enterprise-level communication platforms, including responding to tickets, chats, and redirecting to other offices to ensure quality customer service. Acts as the next level contact for customer complaints or questions needing further explanations. Coordinates the drafting, proof reading, and approving of correspondences related to the Housing Assignments Office. Coordinates and edits mass e-mails for Housing and other department offices. Coordinates and represents the Department of Residence Life via in-person, virtual, and out-of-town presentations and resource tables at University functions with New Student & Family Programs and Prospective Student Centers. Reviews content for all housing applications and may update trigger emails, hyperlinks, and text/email templates. Monitors and makes recommendations for updates to the Department website, social media, and marketing materials related to Housing Assignments. Evening and weekend work may be required occasionally.

• Supervision - Hires, trains, supervise, and evaluates Student Coordinators for the Housing Assignments Office. Develops work schedules and ensures daily office coverage and occasional weekends. Coordinates student worker coverage and information sessions for TAMU-sponsored recruiting events. Oversees time sheet submission/approvals. Is responsible for ensuring all Student Coordinators are up to date with their required university and departmental trainings. Conducts on-boarding, training, and exit paperwork completion for incoming and exiting Student Coordinators.

• Safety and Security - Serves as key manager and parking liaison for the Housing Assignments Office following policies and procedures outlined in the Department key manuals. Verifies, adjusts, and monitors resident and staff door/building access utilizing the electronic door system, Frontier. Collects and distributes all office keys. Keeps updated key inventory of all keys in the key box and checked out to office staff. Adheres to guides for file retention records and all housing assignment documents to include housing-related verifications, appeals, and decisions. Maintains confidentiality with protected and sensitive information.

• Development - Serves on department, division, and university committees. Participates in workshops and trainings as needed. Advances the philosophy of multiculturalism and actively promotes diversity and the uniqueness of each individual. Performs other duties as assigned.

Other Requirements or Other Factors:

• The individual in this position is required to handle Protected Health Information (PHI) as defined by HIPAA regulations in accordance with A&M System policy. Use of standard office equipment and personal computers.

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.

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.