Job Title
Administrative Coordinator II, Office of the PresidentAgency
Texas A&M University - San AntonioDepartment
Office Of The PresidentProposed Minimum Salary
Job Location
Job Type
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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