Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Anthropology

Proposed Minimum Salary

Commensurate

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 by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who We Are

Anthropology, in the College of Arts and Sciences, is the study of what it means to be human in the broadest sense, through an examination of culture and society (sociocultural and linguistic anthropology), the biology and evolution of humans and our closest relatives (biological anthropology) and the study of past human communities and material culture (archaeology).  Students develop an appreciation of the value of physical and cultural differences at the local, national, and global levels, and learn critical thinking skills that support them in their careers.   

What We Want

The Administrative Coordinator II will be responsible for providing direct administrative support to the Department Head, faculty, staff, and students. The selected candidate for this position will support the complex, highly sensitive, and confidential administrative matters for department. This position will also be responsible for assisting with faculty evaluations and hiring, facilities, room scheduling, event planning, and record retention. Other duties of the Administration Coordinator II may include preparing and distributing departmental correspondence, collating faculty annual reports, and drafting annual appointment letters. If the description sounds exciting to you, we invite you to apply to be considered for this opportunity to join our team.

What You Need to Know

Salary: Compensation will be commensurate based on the selected candidate’s education and experience.

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 spreadsheet, database, and presentation applications

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

• Ability to multitask and work cooperatively with others

• Interpersonal communication skills

• Planning and organization skills

• Ability to cultivate and maintain professional working relationships

Preferred Education and Experience: 

• Familiarity with Interfolio, Compass, and Windows

Responsibilities:

• Assistant to Department Head, Associate Head and Directors: Provides direct administrative support to the Department Head, Associate Head, Graduate, and Undergraduate Directors. Assists in resolving complex, highly sensitive, and confidential faculty matters. Coordinates meetings, scheduling, and coordinated documentation of meetings, notifications, minutes and voting. Assist in organizing annual reviews, award nominations, and faculty internal funding requests. Assists with faculty workload accountability reporting for each faculty member per semester, and complies with report and record management.

• Faculty matters: Hiring and Tenure and Promotion: Works as departmental liaison on behalf of department head for Faculty Matters: Hiring and Tenure and Promotion, liaison with College to ensure all departmental requirements and needs are accurate. Coordinates posting for new faculty positions in Interfolio. Provides direct support for the department head and faculty hiring committee during the interview process. Coordinates logistics for prospective candidate’s interviews and itineraries on behalf of the department head. Works closely with hiring committee chairs on proper procedures for hiring faculty. Assists with moving arrangements, office assignments, and ordering of equipment, furniture, and supplies as needed. Responsible for the administrative coordination of Tenure and Promotion documents in Interfolio. Coordinating of upcoming Tenure and Promotion case documents for review with the committee, faculty, and outside reviewers.

• Building Proctor: Serves as building proctor and liaison with Facilities Services and Custodial Services. Coordinates fire drills, and lab inspections with Environmental Health and Safety, and coordinates the correction/repair of any negative findings to meet all university requirements. Responsible for reporting all building maintenance requests and telecommunication needs.  Manages and completes annual space inventories and usage for the department head for review and approval. Reserves rooms for classes/special events and lectures. Responsible for maintaining building keyless entry security, serving as a key proctor, and responsible for key inventory and access to all departmental buildings. Works in coordination with the Department Head and Business Administrator to manage all renovations and/or major repairs including tracking work orders, budgetary documentation, office and equipment relocations, and working with Facilities Services, faculty, and staff throughout the process to completion of the project.

• Event Coordination: Coordinates departmental events, room/venue reservation, invitations, food and supplies. Organization of guest lectures and accommodations for speakers and attendants.

• Website Maintenance and Social Media Coordinator: Coordinates updates on website and social media platforms with Marketing and Communication on behalf of the department. Serves as liaison for inquires and event notification as directed by head. 

• Property Inventory Support: Support for inventory of university asset property and conducts annual inventory for both departmental campus locations. Coordinates transfer of assets to Surplus and processing of information on inventory system (Canopy). Ensures items have been correctly prepared per Financial Management Operations requirements for deletion working in coordination with IT department. Coordinates installation of new computers and transfers between locations.   

• Records Retention: Coordinates the file retention process in the department for hiring documentation, and yearly academic and budgetary documentation, as well as performing other duties as required.

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 & identities.  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.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. 

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.