Administrative Coordinator II, Office of the President

Updated: over 1 year ago
Location: College Station, TEXAS
Deadline: The position may have been removed or expired!

Job Title

Administrative Coordinator II, Office of the President

Agency

Texas A&M University - San Antonio

Department

Office Of The President

Proposed Minimum Salary

Commensurate

Job Location

San Antonio, Texas

Job Type

Staff

Job Description

Under the general supervision of the Chief of Staff and Associate Vice President for Strategic Initiatives, this position provides assistance in the day-to-day operations of the Office of the President, in three primary areas: general administrative support, University events support, and supervising student staff.

Roles and Responsibilities:

General Administrative Support – 40%

The Administrative Coordinator is responsible for the efficient and professional operation of the reception area of the office and will maintain a high degree of professionalism and discretion, as well as provide exceptional customer service to internal partners and guests.

  • Responsible for opening the office for daily business. Receives, greets, and directs visitors to appropriate individual or office within the university. Greets guests of the President or other staff within the office in preparation for meetings or events.

  • Coordinates administrative support functions such as creating and responding to internal and external correspondence, including highly sensitive and confidential administrative matters.

  • Applies and interprets, and/or assists in implementing operating practices. Develops administrative and technical procedures, and introduces and maintains processes to support effective daily operations.

  • Assists with the departmental inventory, updates, and yearly verification. 

  • Assist in planning and coordinating meetings for the office.

  • Responsible for filing documents and maintaining office filing, as well as retrieving information from files as requested by the president or other office staff.

  • Responds to, or routes to an appropriate staff member, all emails, phone calls and inquiries received.

  • Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.

  • Maintains and monitors office supply inventory levels and place orders as needed.

Administrative support for Chief of Staff– 30%

Provides direct administrative support to the Chief of Staff and Associate Vice President for Strategic Initiatives.

  • Maintains calendar, schedules and assists in coordination of meetings

  • Coordinates travel arrangements and prepares itineraries

  • Completes monthly reconciliation for travel and purchasing card expenses

  • Assists with preparation of routine correspondence

  • Assists with drafting communications regarding strategic initiatives

  • Assists with preparation of presentations and collateral materials

Supervision of Student Workers – 15%

Support the Chief of Staff and Associate Vice President for Strategic Initiatives as needed supervising student workers, including training, scheduling, and directing daily work.

University events support – 15%

Support the University Events Manager as needed, including with:

  • Business operational support for ordering, purchasing, and reconciling expenses related to University events

  • Planning and advance preparation for major University events

  • As needed and schedule permitting, assist with set-up and execution of events

Required Education and Experience:

  • Bachelor’s degree preferred, or must be scheduled to graduate from an accredited college or university within one year of employment

  • Three (3) years of directly relevant experience.

Preferred Education and Experience:

  • Bachelor's degree in Business, Communications, or English.

  • Experience working in a public higher education setting

Required Knowledge, Skills and Abilities:

  • Strong organizational, time management and leadership skills

  • Very strong communication skills

  • Works well in an open concept space 

  • Ability to work confidently and independently on assigned projects

  • Ability to multi-task, work under pressure, and meet deadlines

  • Ability to work effectively, cooperatively, and diplomatically with students, faculty, staff, and the public

  • Aptitude for accuracy and detail

  • Strong interpersonal skills

  • Maintains punctuality and reliable attendance

Preferred Knowledge, Skills and Abilities:

  • Knowledge of word processing, spreadsheet, database and presentation applications

  • Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgement and initiative

  • Previous experience with event planning and coordination

APPLICATION PROCESS:

Please make sure to provide the following documents:

  • Application

  • Cover Letter to include two professional references

  • Resume

For detailed instructions on how to apply for any positions on our website, please use the following link:

http://www.tamusa.edu/humanresources/job-opportunities/index.html

Please ensure that all required documents are uploaded prior to submitting the application. Once application is submitted, no changes or revisions can be made.  If you have issues with adding documents with your application, please contact HR at 210-784-2058.

Summary of Employee Benefits

https://www.tamusa.edu/documents/hr/summary-of-employees-benefits-2020.pdf

In compliance with ADA, if accommodations are needed for the application process, please contact HR at (210) 784-2058.

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.



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