Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Prairie View A&M University

Department

Enrollment Management & Student Success

Proposed Minimum Salary

$2,919.17 monthly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

This position requires a superior command of verbal and written communication, demonstrated skills in time-management and detail-orientation, the ability to maintain a high level of confidentiality, and a willingness to approach challenges both critically and creatively. Provide complex and highly confidential administrative support; provide direct interaction with internal and external constituencies; maintain scheduling; prepare travel and routine mailings; perform complex office duties; maintain confidentiality at all levels; provide the highest quality customer service in all communications; exercise discretion and independent judgement and represent the tone of the office to internal and external constituencies with the highest degree of professionalism and courtesy. Works closely with faculty, staff, students and administrators across the University and external constituents.

Provides administrative support to the Department of Recruitment and Campus Engagement which includes: planning and executing administrative operations; preparing travel documents, record keeping, maintaining various websites, databases, and calendars, creating correspondence documents, etc. Assists in the development and implementation of policies and procedures as well as the programs and events. In addition to managing tasks that occur cyclically during the academic year.

This position may pay more than the amount listed above depending on the qualifications and experience of the selected candidate.

Responsibilities:

• Provide advanced-level, primary day to day administrative support to the Assistant Vice President of Enrollment Management, Office of Recruitment, Office of Admission, Office of K12 Partnership & Outreach and Welcome Center. Screen and respond to telephone calls.

• Manage calendars to ensure prioritization of meetings and visitors, coordinator travel and prepare itineraries, prepare meetings and take minutes and compose correspondence.

• Engage in frequent interactions with students, faculty and parents  with appropriate management of sensitive and confidential information.

• Development and implement various office procedures and processes. Answer questions, provide information, and make decisions based on University Policy and Procedures.

• Assist the Directors with management of their office budgets. Responsible for all administrative duties according to the Division of EMSS guidelines, to include travel, purchasing, HR Function, inventory and receiving.

• Perform month end, quarter-end and yearly yield matrix and reconcile all units accounts.

• Maintain department records and general files for the departments, in accordance with institutional, state and SACSOC requirements.

• Perform independent research and informational- gathering, analyze data, prepare reports, edit and format documents and presentations and produce detailed reports on travel related expenses, recruiting activity reports, and enrollment funnel progress on a weekly, monthly and annual basis as directed.

• Coordinate the administrative and business operations with Information Technology related to the Customer Relationship Management tool.

• Organize departmental training. Coordinate facility and technology and office coverage. Oversee and participate in maintenance of confidential procedural and operational records and files.

• Oversee and participate in preparation and maintenance of project files, financial records, contracts, proposals and other significant documents.

• Perform other duties as assigned.

Required Education & Experience:

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

• Two years of related experience.

Required Knowledge, Skills & 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.

Special Requirements:

• Applicants with equivalent experience in lieu of a Bachelor’s degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelor’s degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of six years of experience.

Job Posting Close Date:

Required Attachments:

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box.  Any additional attachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae

• Cover Letter

Application Submission Guidelines:

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed, HigherEdJobs, etc. will not be considered unless the individual has applied to the available position via the PVAMU Career site.

The required documents listed in the above "Required Attachments" section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted. Please contact the Office of Human Resource on or before the closing date indicated above at 936-261-1730 or [email protected] should you need assistance with the online application process.

Background Check Requirements:

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/Affirmative Action/Veterans/Disability Employer.