Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Economic Development & Community Impact Engagement

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

Texas Target Communities Program is a service learning program and university-wide community engagement initiative of the College of Architecture, the Department of Landscape Architecture and Urban Planning and the Academic and Strategic Collaborations at Texas A&M University. Since its inception in 1993, TxTC has worked with communities to incorporate sustainable planning and design practices to guide development growth. Today, we see needs beyond our original scope and strive to train, equip, and assist communities to increase social, economic, natural, civic, human, and physical capacity. Faculty are involved to provide support and offer projects within student courses or as internships.

What we want

The Administrative Coordinator I is responsible for supporting the Assistant Vice President, Director of Texas Target Communities and Director of Continuing & Professional Education within the Economic Development & Community Impact Department (Division of Academic & Strategic Collaborations). This professional coordinates travel and meeting arrangements and financial processes for the TxTC and CPED. Additionally, the coordinator assists with documenting program outcomes and development program impact reports. 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

Compensation will be commensurate to selected hire’s experience.

Required Education and Experience:

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

• Two years of experience in office administration or project management.

Required Knowledge, Skills, and Abilities:

• Excellent customer service skills. Ability to multi-task and work cooperatively with others.

• Competency in meeting management and collaboration software (Microsoft Teams, Zoom, Google Drives, etc.).

• A commitment to respect and inclusion as well as confidentiality and professionalism.

• Strong written communication skills, including note taking and issuing correspondence.

Preferred Education and Experience:

• Bachelor’s degree plus demonstrated continual pursuit of learning opportunities such as professional development, LinkedIn Learning, certification courses, etc.

• More than 3 years of professional experience in an office administration role. Some professional experience in a higher education setting, preferably with a learning management system.

• Experience with Texas A&M business processes and software.

• Experience coordinating travel arrangements and preparing itineraries, including rental vehicles, flights, hotels, and expense reporting through Concur. 

Preferred Knowledge, Skills, and Abilities:

• Knowledge of Texas A&M business processes and software. Ability to train and manage student workers

Responsibilities

• Administrative Support-Responsible for supporting Assistant Vice President EDCI, Director of TxTC and Director of CPED. Coordinates travel arrangements  and prepares itineraries, including rental vehicles, flights, hotels and expense reporting through Concur.  Manages staff schedules; coordinate meetings and note taking. Manages meeting room and equipment reservations. Assists with developing program impact reports. Maintains files, confidential information, and record retention according to university guidelines

• Purchasing/Financial Support-Coordinates procurement of office supplies, meeting materials  and equipment with Executive Assistant to the Associate Vice President for Economic Development & Community Impact. Maintains supply of program branding items (pins, stickers, t-shirts, etc.). Manages program subscriptions (Canva, Social Pinpoint, Hello Lamp Post, etc.). Manages Procard purchases and expense submissions. Works closely with the Academic Affairs Business Service office to ensure accurate financial management. Assists with the coordination of the Continuing and Professional Education billing and refund processes.

• Client Relationships Management -Maintains and distributes marketing materials for a variety of constituent groups including students, staff, faculty, and community partners. Exudes a high level of professionalism, customer service, efficiency and confidentiality. Routes inquiries to the appropriate program lead. Initiates follow-up contacts. Monitors program voicemail, email, social media and other channels.

• Supervision-Assists in job posting (e.g., on Jobs for Aggies) and hiring process for student workers/assistants Supervises, trains, and evaluates student assistants as appropriate. Models a strong understanding of and commitment to the University's, Division's, and Department's priorities related to creating a community of respect and inclusion. 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.