Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Residence Life And Housing

Proposed Minimum Salary

$3,208.34 monthly

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 identities. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

 

Who Are We

The Department of Residence Life is housed within the Division of Student Affairs. It is comprised of 70+ full-time staff and 475+ 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. We have a diverse workplace where you can grow and feel a sense of belonging. You will love it here !

 

What We Want

Are you looking for a role within one of largest student-centered units of our university? Consider our Administrative Coordinator position where you can oversee our 24 hour service desk operation for the Northside of campus, as well as assist the Coordinator of Residence Life for the North Area Office  in the administrative support of our 13 Northside residence halls on the campus of Texas A&M University.  In this role, you will be working collaboratively with Department of Residence Life staff to provide safe, comfortable, and student success oriented living accommodations for our residential students. Our ideal candidate will have a track record as a successful administrator and student support advocate. Come claim this critical role as yours and embark on a fulfilling career as our Administrative Coordinator for the North Area Office. If this is job description sounds interesting to you, we invite you to apply to be considered for this opportunity.

 

What You Need to Know

Starting Salary: $38,500.00 (Commensurate based on hire's experience.)

Cover Letter and Resume: Your cover letter and resume are strongly recommended.

Position Details: Supervises (12-18) Student Coordinators for the 24 Hour Service Desk and (4-6)  North Area Office Student Workers; Requires occasional work in the evenings and/or over the weekend. 

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 multitask and work cooperatively with others.

• Interpersonal and communication skills. Planning and organization skills.

Preferred Education and Experience:

• Bachelor’s degree. 

• More than one year of professional experience in higher education.

• Previous experience with student information systems and/or housing management systems.

Preferred Knowledge, Skills, and Abilities:

• Working knowledge of housing management software, including StarRez, Frontier, and AggieWorks.

• Excellent written communication, analytical, interpersonal, and organizational skills.

• Proficiency in word processing, spreadsheet, database, and presentation applications.

Responsibilities

• Administrative Support - Manages the Area Office and the 24-Hour Desk on North or South side of campus. Conducts inventory and maintenance of Area Office. Coordinates ordering of supplies for office staff, hall staff, and Resident Advisor Resource Room. Creates, prepares, and updates presentations and communication materials for Area Office and 24-Hour Desk staff as needed. Plans and provides logistical and administrative support for Area Office Coordinators, Community Directors, and Graduate Hall Directors. Initiates professional staff meetings, events and activities. Some responsibilities may require occasional work in the evenings and/or over the weekend. Oversees the daily operations of the Area Office and 24-Hour Desk: Daily operations including scheduling appointments, coordinating meetings, corresponding with outside entities as well as being the primary facilitator of communication with the Area Office Staff (Coordinators, Hall Directors Staff, Student Staff, Custodial Crew and Maintenance Crew). Creates and oversees the administrative recordkeeping, reporting, and scheduling of all staff for the Area Office and 24-Hour Desk operations, which includes drafting letters, memos, work requests, duty and training schedules, staff rosters, and all other reports, forms and documents necessary in the Area Office and 24-Hour Desk. Prepare agendas and compiles data for meetings. Oversees the staff that are responsible for the collection and dissemination of office mail and troubleshoots issues with vendors as appropriate. Provides daily coordination and administrative support to the Coordinator(s) of Residence Life, including completion of necessary projects and assigned committee work. Provides direct task coordination and assessment for the Coordinators of Residence Life with their specific responsibilities that may include the hiring process and maintenance of staff rosters for approximately 150 Resident Advisors; the hiring process and maintenance of staff rosters of 9 Community Directors and 16 Graduate Hall Directors; and communicates directly with faculty and staff involved in living learning communities. Serves as a resource to staff in regard to schedules and forms needed for all pertinent processes. In consultation with the Housing Assignments Office, Conference & Guest Services and Residence Education staff, coordinates summer operations in their area (staffing, billings, check-in/out processes, and make ready process) for camps, conferences, summer school and interim student housing. Supports department staff in the management of Residence Life conference rooms. Provides direct customer service support for summer conference groups in partnership with Conference and Guest Services in relation to their use of the Northside and Southside Residence Halls. Works with Conference and Guest Services to support Summer Camp operations within the Residence Halls as needed. Understands the structure of the University and assists facility users by advising them of event resources and directing them to the appropriate support departments. Works collaboratively with departmental office staff, DRL Conference and Guest Services staff, DRL Facilities and Operations (for needs that are custodial and maintenance based), Division IT staff, and student staff and volunteers to ensure the clean, safe, and efficient operation of the Area Office and 24-Hour Desk. Submits work orders as needed to ensure proper operation of the facility. 

• Supervision - Recruits, hires, trains, supervises, and evaluates Area Office Desk and 24-Hour Desk student staff. Supports office recruitment, selection and on-boarding processes of support staff/student employee positions including resident advisors. Approves timesheets for student staff using Workday. Works with the HR Liaison for Residence Life on updates to the position descriptions for the Student Office Staff and 24-Hour Desk Staff. Ensures the Student Office and 24-Hour Desk Staff reads and signs their position description annually during the evaluation period and completes all University-required trainings. Supervisors of the 24 Hour Desk Operations are responsible for desk coverage and staffing and will be responsible for working at 24 hour desk when shift is not covered.

• Communication - Responds to non-routine information requests from customers and acts as a resource to office and University guests. Develops and evaluates office procedures. Ensures adherence to developed office procedures and monitors office procedures to eliminate duplication of efforts and to streamline the flow of operations. Applies, interprets, and communicates University policies and procedures for the Area Office and 24-Hour Desk staff and serves as a resource for such. Assures the confidentiality of mail and correspondence. Serves as a liaison with various agencies including but not limited to hall staff and departmental staff regarding their space usage and facility needs in the Area Office or related conference rooms. Provides excellent customer service to various University community members. Oversees the staff who greet visitors, answer telephones, screen calls, take messages, schedule appointments and coordinate meetings. Answers elevated customer questions about housing procedures appropriately for the assigned housing communities. Works in conjunction with other Residence Life and University Staff Offices to handle customer complaints and emergencies. Distributes information to residence halls. Serve as a resource to students and families during summer school, new student conferences, and continuing education conference guests in regard to locations of buildings and programs.

• Safety and Security - Serves as access manager for the Area Office. Coordinates access cards, key control, for the Area Office and 24-Hour Desk. Checks door operations regularly in collaboration with the Assistant Director for Risk Management. Secures all spaces during emergencies and planned closings. Assists University Police Department and other agencies with investigations regarding incidents occurring in the Area Office and Residence Halls, by providing relevant reports, witness statements, and contact information. Is responsible for submitting work orders related to keys and access cards as needed, as well as maintaining accurate key and access card inventory for assigned area, and for policies and procedures outlined in Department key manuals. Performs the duties as assigned in the building’s emergency evacuations plan. Coordinates information to and from the Assistant Director of Risk Management, Residence Life Facilities & Operations, SSC Facilities, Custodial & Maintenance, Environmental Health and Safety, and Utilities and Energy Services regarding operations that affect the work and safety conditions in the building.  Serves as key and/or card access manager for assigned area.

• Data Entry - Performs data entry (including student billing, scheduling building access, tracking of damage estimates, and office resource management), reporting, management of software dashboards and verification for several databases, including StarRez, Frontier, and AggieWorks. Manages key boxes for residence halls and Area Office key boxes. Submits resident lock changes. Serves as a primary contact for appropriate public space reservations.

• Budget & Financial Support - Monitors and accounts for the Area Office and 24-Hour Desk budget workbooks, including completion of orders and purchase authorizations. Differentiates accounts and subaccounts for accurate budget forecasting. Inputs wages for Area Office and 24-Hour Desk student staff into the budget. Tracks wages for student staff. 

• 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 individuals. 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/Affirmative Action/Veterans/Disability Employer committed to diversity.