Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University at Galveston

Department

Marine Biology

Proposed Minimum Salary

Commensurate

Job Location

Galveston, Texas

Job Type

Staff

Job Description

Who we are

We are the ocean campus of Texas A&M University at Galveston. Our employees come from throughout the world, with many different perspectives, talents, lived experiences, and interests. Aggies by the Sea promote a welcoming and highly productive work environment. We support the university’s goals to recruit and retain a quality workforce and encourage life-long learning practices.  We will do our part to assist you in your new position and encourage you to take advantage of training and development opportunities that are available to help you be successful.

What we want

The Administrative Coordinator II will coordinate and perform essential administrative activities and functions for the MARB and MCES departments. This includes preparation of first drafts of important administrative documents such as reappointment letters for faculty and staff and Department Head reviews of program assessment reports. This person will collect, collate, and manage content for department and faculty webpages, and will liaise with TAMUG MARCOM to produce special interest spotlight stories and press releases. The person will oversee hiring, perform training and supervision, and do evaluations of undergraduate student workers and graduate assistants who are employed directly by the MARB or MCES departments. Other tasks (often utilizing student worker assistance) will include performing inventory for both departments, scheduling and planning special events (e.g., social events, recruiting events), managing key card requests, receiving deliveries and notifying faculty of receipt, managing departmental vehicle fleets and student, faculty, and staff driving certifications, assisting faculty and graduate students with the preparation of travel and expense reports, processing travel card requests, managing graduate student space allocations, ordering office supplies, and coordinating with campus offices such as the book store and mailroom. The position will require interaction with MARB and MCES business and research staff. Other duties to facilitate running the two departments not assigned to those staff will be assigned to the administrative coordinator.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience.

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section

Required Education and Experience:

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

• Three years of related experience.

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.

Essential Duties/Tasks

• Office Operations - Manage general office operations, including but not limited to mail and deliveries, key card requests, ordering office supplies, student desk assignments, copy machine management, updating student and staff listserv

• Student Worker Supervision - Oversee hiring, perform the training and supervision, and do evaluations of undergraduate student workers

• Document Preparation - Prepare first drafts of important administrative documents, including reappointment letters of MARB & MCES faculty and staff, course evaluation reports, travel and expense report preparation, travel card requests

• Inventory - Perform/oversee inventory

• Event Planning - Schedule and plan special events, including visiting scientists and recruitment events

• Maintenance - Coordinate the maintenance/repair of classroom equipment (such as microscopes). Manage vehicle fleet and student driving certifications

• Website Management - Collect, collate and manage content for the MARB & MCES webpages; liaise with TAMUG MARCOM to produce special interest spotlight stories and press releases

Why Texas A&M University?

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. 

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.