Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Qatar Campus RVACANT

Proposed Minimum Salary

Commensurate

Job Location

Doha, Ad Dawhah

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 Texas A&M University at Qatar campus mission is to educate exemplary engineers and develop world-class leaders through internationally recognized undergraduate and graduate degree programs. We strive to generate new knowledge and intellectual capital through innovative research and collaborative partnerships that yield sustainable impact and advance the development goals of the State of Qatar and the region through expertise and engagement that expand human capital.

What we want

The Administrative Coordinator I in the Office of Advancement at Texas A&M University at Qatar, is responsible for providing administrative coordination and support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance. Participates in the planning and execution of administrative operations. Coordinates travel arrangements and prepares itineraries. Coordinates meetings, seminars, and other special events and may provide on-site support.  Coordinates the maintenance of files, records, office supplies, or equipment. Makes recommendations for process improvements, administrative changes, or new initiatives. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience.

This position is NOT located in the United States. One must be willing to relocate to Doha, Qatar.

In addition to the benefits offered by Texas A&M University, Texas A&M at Qatar provides full-time employees with a robust package of incentives, allowances, and benefits based on employees’ experience, title, and family situation. Faculty and staff receive either furnished housing or a monthly housing allowance, as well as a monthly transportation allowance and an annual allowance to cover the cost of travel to their home country. Texas A&M at Qatar also covers private school tuition for Pre-K through Grade 12 for up to 4 child dependents, or provides an allowance for home schooling. All faculty members and staff members with 5 or more years of A&M System experience in Texas receive a significant salary premium that enhances their TRS annuity or ORP account value. Texas A&M at Qatar provides local insurance coverage and tax preparation services at no cost to employees; additional types of leave that ease the burden of traveling to one’s home country; and reimbursements for compassionate travel. Texas A&M at Qatar also coordinates and pays for the relocation and repatriation of employees and their families, and provides cash allowances for both. For more information about these and other incentives, allowances, and benefits, please contact [email protected]. Furthermore, see a video about life at Texas A&M University at Qatar at https://www.qatar.tamu.edu/i-am/faculty-and-staff .

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:

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

• Ability to multi-task and work cooperatively with others

• Interpersonal and communication skills

• Planning and organization skills

Preferred Education and Experience:

• Engineering degree is preferred

• Previous experience working on SharePoint and managing database for various projects

• Previous experience in coordinating logistics for on-campus and off-campus events and working with alumni

• Experience with relevant advancement activities and to work in a multicultural environment

Preferred Knowledge, Skills, and Abilities:

• Detail-oriented and data management ability

• Knowledge of survey software such as Qualtrics and Google Forms

Responsibilities:

• General Office Administrative Tasks - Prepares the monthly payment card statements, as well as other financial documents for the office. Coordinates travel arrangements through Concur and plans itineraries for visitors and continuing education instructors. Coordinates the maintenance of office files, records, supplies, or equipment. Maintains office inventory and updates our storage areas including gifts, and merchandize. Makes recommendations for process improvements, administrative changes, or new initiatives. Coordinates the purchasing and ordering of stationery on a weekly basis for the office. Coordinates logistical aspect for the office, STEM programs and continuing education courses. Maintains event calendar, and coordinates meetings, seminars, and other special events and provides on-site support. Performs the role of a focal point for receiving students, former students and office visitors at the front desk. Compiles, researches, interprets and responds to inquiries with regards to various office procedures, office hours, rules and regulations.

• Database - Updates our university database (Daleel) by contacting the companies, embassies, universities, ministries, and other institutions in Qatar and getting their updated contact information. Updates Daleel with the students participating at our STEM programs, as well as our recent graduates. Data entry on Yujaa - data needed for reporting purposes. Maintains the contact details for Learning and Development personnel at various companies. Maintains the contact details for our alumni.

• Alumni and Career Services -Processes and tracks the Alumni Cards through the online system. Performs special analysis, summaries and reporting on alumni data for different projects. Tracks, follows up and maintains students’ internship applications and completed internship data.

• Continuing and Professional Education (CPED) - Prepares the name badges for participants, printing and assembling the course material, the course evaluation form, giveaways for participants, course signage for the CPED courses and takes attendance. Acts as the assigned photographer for CPED courses and handles distribution accordingly. Updates the CPED mailing list on Mailchimp Coordinates the preparation of Qualtrics surveys and generates course evaluation reports. Coordinates and updates the CPED calendar, and sends out calendar invitation for the faculty/ instructors.

• Outreach - Assists with coordinating  STEM Outreach programs as needed; check-ins, meal orders, escorting minors to the lab. Oversees and organizes certificates, badges, gift bags and swag for Outreach students. Performs other duties as assigned.

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.