Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

LAUNCH

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 by promoting a culture that respects all perspectives, talents and lived experiences.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who We Are

LAUNCH promotes student success by providing high-impact educational experiences and challenges motivated students in all academic disciplines to pursue an enriched, intellectually-stimulating curriculum.  LAUNCH programs include Learning Communities, Academic excellence as indicated by university-wide awards and recognition, Undergraduate Research, National Fellowship preparation and selection, Capstone programs in research, service, leadership, teaching, and performance, and Honors programs.  We are committed to helping our students appreciate the values that bring us together.

What We Want

The LAUNCH office is seeking an Administrative Coordinator to act as a personal assistant to the Executive Director and provide accounting and event coordination support for Honors and Undergraduate Research programs. We are looking for a responsible and meticulous person interested in working in a creative and collaborative environment. The Administrative Coordinator will act as a liaison with the Academic Accounting & Business Services to manage billing, budgets, expense allocation, and travel arrangements and reports. They will hire and manage student workers and oversee front desk operations and act as LAUNCH representative for Henderson Hall processes such as key inventory, mail services, parking, and surplus and IT inventory.  The Administrative Coordinator will be responsible for maintaining general office supplies and making store runs, space reservations, catering and decorating arrangements, and IT requests for events. The successful applicant will be organized, detail-oriented, and a motivated self-starter who works well in a team environment. Familiarity with Concur and Buy A&M is a plus. Ideally the applicant will have a vehicle for picking up supplies and catering and be capable of lifting objects up to 25 lbs as part of event set up or tear down.

What You Need to Know

Salary: $33,362.00 - $42,868.80 (Based on selected hire’s qualifications)

Cover Letter & Resume: A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.

Other Factors: Employee will supervise (4) student workers.

Qualifications

Required Education and Experience:

• Bachelors degree or equivalent combination of education and experience.
• Two years of related experience in accounting, budgets, planning.
  

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation application. 
• Excellent oral and written communication skills.
• Knowledge of word processing, spreadsheets, databases, and presentation applications. 
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Able to work in a collaborative team environment and demonstrate the ability to be flexible in a changing environment while exercising initiative to accomplish tasks.
• Ability to serve as personal assistant to office and program administrators.
• Provide organizational planning and problem solving.
• Excellent personal organizational skills.
• Ability to multi-task and work cooperatively with others.
  

Preferred Qualifications:

• Experience with Concur, Buy A&M, Outlook

Essential Duties/Tasks:

Participates in the planning and execution of administrative operations:

Participates in the resolution of operating problems. Manages submission of program expenses and departmental budget requests. Consults with directors and AABS staff to properly assign expenses to the appropriate sub accounts. Coordinates with PITO and AABS/HR for hiring of dedicated and general student worker positions. Consults with LAUNCH Directors and AABS staff to properly assign expenses to appropriate sub accounts; coordinates with PITO, AABS/HR, and SFAID when appropriate for hiring and compensation of student workers and Honors mentors.

Coordinates administrative support functions:

Plans and coordinates administrative activities and services. Develops administrative objectives and strategies.Supervises LAUNCH front desk student workers (4-5). Trains student workers and coordinates general student worker tasks and projects needed by other unit members. Determines task priorities for student workers.

Plans, implements, and monitors administrative support functions:

Assists in the development of budget. Monitors and coordinates LAUNCH program expenses and travel and equipment budgets. Plans and executes supplemental funding program.

Formulates, interprets, and/or implements management policies or operating practices:

Develops administrative and technical procedures. Recommends guidelines, policies, rules, and regulations. Monitors compliance with policies and procedures. Arranges for Henderson Hall building processes, including key inventory, schedules LAUNCH spaces, maintains office signage, reception desk functions, LAUNCH mailstop (incoming and outgoing mail), lobby area and other building needs. Arranges store runs and staff supply needs. Serves as the LAUNCH Emergency Coordinator for second floor of Henderson.

Coordinates travel arrangements and organizes events:

Plans and coordinates meetings and other special events. Coordinates staff travel expense reports including international travel. Coordinates travel arrangements and prepares itineraries. Organizes LAUNCH staff meeting agendas and LAUNCH calendars.Coordinates logistics for all LAUNCH staff retreats, HURAC and Honors Directors meetings, LAUNCH Recognition Ceremony and the Honors Welcome among others.Schedules use of common technology.

Coordinates office records retention and maintains office references and resources materials:

Serves as the LAUNCH Parking Liaison, the Records Retention Liaison, Telecommunication Liaison, and liaison to Buy A&M.

Is this a supervisory position that has the authority to hire employees or whose recommendations for hiring, termination or other change of employment status are given strong consideration?

Yes

Employees Supervised:

StudentWorkers4

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.   

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/Affirmative Action/Veterans/Disability Employer.