Administrative Coordinator II

Maintains calendar appointments; schedule meetings and calls, prioritizing events as necessary; coordinate and prepare travel itineraries and make travel arrangements, making judgments on appropriate arrangements; collect proper documentation and works with finance to ensure timely reimbursements.

Answer telephones, greets guests, order office supplies, and maintain inventory for the section.

Orders office supplies and equipment, enters orders and requisitions into Aggie Buy for Director's Office suite. Order business meals and purchase event materials as requested.

Set meeting agendas, take notes and publish minutes in a timely manner.

Responsible for management of the agency's conference rooms/huddle spaces for internal use.

Provides technical guidance and advice on administrative matters to agency executives, management, or staff. Coordinates and monitors action items and assignments made by the administrator(s).

Prepares and edits correspondence, proposals, and agendas, including proofreading and editing, ensuring completeness and accuracy of documents.

Responsible for the creation, maintenance and retention of office files and records for the TVMDL Director's Office.

Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations. Responds to inquiries, resolving problems or inquiries.

Research, compiles, and applies information, making evaluative judgments as appropriate.

Handles with strict confidentiality all mail, files, correspondence, reports, legal documents and information regarding sensitive personnel and organizational issues.

Serve as the backup for human resources functions, including recruitment, hiring, onboarding, off boarding, and other basic personnel actions. Assist with new employee orientation. Responsible for personnel and recruitment file creation and retention using the Laserfiche document management system.

Assist outreach coordinator with visitor/university business parking, manage fleet vehicles, provide notary services and Laserfiche maintenance.

Assist Operations Manager with travel arrangements, annual key inventory, office assignment inventory, facility space inventory, scanning field service reports for BIM360 OPS. Assist Marketing/Communications Manager with handout inventory, promo closet organization, inventory and packing/unpacking of promo items shipped or sent to the conferences and exhibitions.

Work cooperatively within the agency to improve customer service and promote team spirit; foster teamwork among co-workers and colleagues; keep staff informed of progress on issues.