Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University - Corpus Christi

Department

College of Science – Dean

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs.  As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.

 

TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.

 

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PURPOSE

• The Administrative Coordinator, under direction, provides direct administrative support to the Dean, or similar level position/office, including special events, projects, initiatives, and programs. Provides leadership in planning, directing, and evaluating departmental operations. Functions as a high-level departmental liaison to customers, represents the college on committees, and maintains interactions with high-ranking officials within and outside of the University.

RESPONSIBILITIES

Executive Assistant

• Act as the liaison and point of contact for the Dean.

• Provide high-level complex administrative support to the Dean, including drafting and managing correspondence and communications, scheduling appointments, and managing calendar, coordinating travel, compiling reports, maintaining records and other documentation and managing projects,

• Conduct research for and briefs the Dean prior to meetings and events, reviews scripts and participate in rehearsals, if needed.

• Ensure that the Dean and Associate Deans are staying up to date and meeting deadlines, by maintaining detailed records and monitoring assigned tasks, clearly communicate any possible conflicts and anticipated issues.

• Create presentations, prepare reports, prepare agenda for meeting and taking notes regularly throughout the meeting and transcribe minutes.

• Act as the Dean’s gatekeeper, managing access to his time by others.

• Perform other duties as assigned.

Office Manager

• Organize college events such as opening week meetings, pre-commencement activities, college alumni events and faculty/staff social and receptions. 

• Plan for office renovation and recommend improvements of offices and office furniture. Manage office space assignments, making sure the space plans of all college buildings are updated. 

• Make arrangements for dignitaries and other distinguished visitors, as well as potential employees visiting the campus and welcomes them on behalf of the Dean.

• Identify and recommend improvements for administrative procedures and make evaluative judgments in implementing changes. Assist in the resolution of complex, highly sensitive, and confidential administrative matters.

• Budget control and oversight of up to $50,000/year toward college events, distinguished guests, and office renovations.

• Serve on various college, university, and system committees.

Personnel Management  

• Direct supervision of Admin Associate IV and Admin Associate V.

• Oversee student workers and department lead admins in the college.

• Approve time off and timesheets of direct reports.

• Evaluate performance of direct reports as well as department lead admins.

• Participate in salary reviews and make recommendations for promotions and professional trainings.

• Monitor and coordinate staff workflow, delegate and distribute tasks.

• Develop and train new staff members.

• Lead support for faculty and staff searches, recruitment, and hires.

• Process promotions, compensation changes, position reviews, terminations, resignations, and retirements.

Key Processes

• Manage the Pre-tenure, Promotion and Tenure and Post-tenure process, ensuring all university and college rules and timelines are followed.

• Act as the Program Coordinator for the LSAMP program.

• Maintain college committee roster.

• Coordinate college representation in various university committees.

• Update and manage Emergency Management Plans and Emergency Contact List.

WHAT YOU WILL NEED

• Bachelor’s degree.

• Two (2) years in supporting top level executives.

• Additional education may be considered for the minimum requirements.

  • Master’s degree

• Experience with working on projects and setting deadlines to establish goals and workload priorities.

• Strong interpersonal, time management and organizational skills. Demonstrated proficiency with communication (verbal and written) with the ability to effectively prepare, proof, and edit correspondence and administrative reports.

• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

• Ability to work efficiently with minimum supervision, exercise independent judgement and personal initiative.

• Ability to work well with all levels of internal staff as well as outside stakeholders, volunteers, and staff.

• Ability to function effectively in a fast-paced environment with frequent interruptions.

• Excellent ability to plan, remain organized, and attention to detail.

• Knowledge of administrative and office management principles and practices.

• Ability to understand, interpret, and apply rules, regulations, policies, and procedures.

WHAT THEY WOULD LIKE TO SEE

• Four (4) more years of experience in higher education and executive level office setting.

• Experience with FAMIS/Canopy, Argos, Banner, Concur, Workday and other relevant software.

• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and Webex.

SALARY: $4,514.00 MONTHLY ($54,168.00 ANNUAL, APPROXIMATELY)

BENEFITS (rules, policies, eligibility apply)

From our generous benefits package and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.

Insurance

• Medical

  • $0 - $30 per month for Employee Only coverage after university contribution ($920 value).

  • Up to 83% of premium covered by the university:

    • Employee and Spouse

    • Employee and Children

    • Employee and Family coverage

• Dental & Vision

• Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account

On-campus wellness opportunities

Work Life Solutions:

• Counseling, Work Life Assistance, Financial Resources, and Legal Resources

Tuition Benefits:

• Public Loan Forgiveness

• Book scholarships

• 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).

Retirement

• Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)

• Voluntary Tax Deferred Account/Deferred Compensation Plan

Time Off:

• 8+ hours of vacation paid time off every month.

• 8 hours of sick leave time off every month.

• 8 hours of paid time off for Birthday leave.

• 12-15 paid holidays each year.

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.