Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Academic Affairs Recruiting Office

Proposed Minimum Salary

$3,042.67 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 for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

International Student and Scholar Services (ISSS) facilitates international students and scholars’ admittance to the United States, assists international students’ and scholars transition to life in the United States and at Texas A&M, promotes interactions between the U.S. and international populations, and provides services necessary to meet the special needs of international students. ISSS supports international students, scholars, and their families as they navigate the U.S. immigration system. We educate on policies and regulations and provide programs to enhance the student/scholar experience. We ensure compliance with complex immigration rules and regulations. We promote cross-cultural competency on our campus and contribute to a climate that supports our international students and scholars, faculty, and staff.

The Academic Affairs Recruiting Office assisted with the creation and posting of this job requisition for International Student Services .

What we want

ISSS is looking for an Administrative Coordinator II, to coordinate administrative and customer service support to the International Student and Scholar Services office and clientele. We need an individual who subscribes to and supports our commitment as stated above. Respect for people of diverse backgrounds in all interactions is imperative to our department and University, especially when working with international students and scholars. The successful candidate will demonstrate an interest in the management of day to day office efforts especially related to customer service. Time management, flexibility, meticulous organizational skills, attention to detail, and the ability to work independently and collaboratively as a motivated self-starter are all crucial for success in this position. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If you can comprehend and communicate complex information effectively and diplomatically, and if you enjoy a fast-paced, high-volume work environment, we invite you to apply to be considered for this opportunity.

What you need to know

Salary Range: $36,512 - $46,924 (Depending upon selected hire’s experience.)

Cover Letter/Resume’: A cover letter and resume’ are strongly recommended. You may upload these documents on the application under CV/Resume.

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience.
• Three years of experience in office administration.

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Interpersonal and communication skills and planning and organization skills.
• Ability to multi-task and work cooperatively with others.
• Time management and customer service skills.

Other Requirements or Other Factors:

• The individual in this position is required to handle Protected Health information (PHI) as defined by HIPAA regulations.
• The individual is required to handle PHI in accordance with A&M System policy and is further required to complete HIPAA training as a condition of employment, within a reasonable timeframe after the individual’s employment, and on an as-needed basis thereafter.
• Works weekends, after hours, and holidays as needed. Travels on occasion.

Preferred Education and Experience:

• Bachelor's degree
• Five years of office administration and customer service experiencing, including some supervisory and project management experience.
• Experience performing administrative duties at Texas A&M University.
• Experience performing customer service duties in an international or multicultural setting.
• Experience working in a collaborative team environment while handling multiple tasks.

Preferred Licenses and Certifications:

• Certified Administrative Professional (CAP).

Preferred Knowledge, Skills, and Abilities:

• Knowledge of Compass (BANNER). Knowledge of Microsoft Office 365, especially Word, Excel, Outlook, and Access. 
• Knowledge of Texas A&M University administrative systems.

Responsibilities

• Customer Service - Coordinates administrative and customer service support to the International Student and Scholar Services office and  clientele. Prepares and reviews operational and special reports.  Reviews and signs documents for supervisor. Attends meetings or committees on behalf of supervisor. Oversees and manages all primary customer service efforts, including the front counter, phone line, email, and mailing. Ensures sufficient coverage for front counter and phones. May assist with employee hiring and supervision, including scheduling.  Oversees staff responsible for maintaining the appearance and resources available in the lobby and at the front counter.

• Administrative and Office Support - Oversees purchasing and monitoring office equipment and supplies. Oversees and manages the billing processes for office purchases.  Coordinates and plans administrative activities and services, including building/office access and credit card administration. Manages the scheduling, logistics, agenda, and minutes for staff meetings, retreats, professional development opportunities, and social events. Coordinates travel arrangements and prepares itineraries. Oversees the maintenance of internal office lists, resources, calendars, and schedules. Serves as departmental liaison to the building proctor.  Manages maintenance requests and follows up as needed. Assists with full-time and student employee hiring, onboarding, departure, and other HR processes. Performs records management and ensures records are managed according to the University’s records retention schedule.  Oversees the coordination of all mailing services. Makes recommendations for process improvements, administrative changes, or new initiatives. Formulates, interprets, and/or implements management policies or operating practices. Monitors compliance with policies and procedures. 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.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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.