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  

The Texas A&M University Career Center provides centralized career and professional development services for undergraduate, graduate and former students. We empower students to utilize self-assessment resources to identify and explore careers, gain relevant experience and pursue their career goals, whether they choose to seek admission to graduate school or professional school, or secure professional employment.

The Career Center’s services and resources include: Career Exploration, Assessment, and Planning; Career Readiness and Job Search Tools, Resume Writing, Interview Preparation; Professional Networking Resources and Events; Campus recruiting and employer contacts for Full-Time positions, Internships, Externships, and Cooperative Education; Professional and Graduate School Assistance with Applications, Interviews and Program Contacts; In-person and virtual Presentations to Classes, Student Organizations, Workshops, Webinars and Panel Discussions; Coordination of Career Fairs; Individual Advising Appointments, Walk-in Advising, Open Office Hours, and Mock Interviews for graduate and professional school, internships and full time employment.  One of the largest programs of its kind in the nation, the Career Center has been recognized nationally and regionally for our many Best Practices. The Career Center is conveniently located on campus in the Koldus Building. You can find us on Facebook , follow us on Twitter , Snapchat and Instagram , and view us on YouTube .

The Academic Affairs Recruiting Office assisted with the creation and posting of this job requisition for the Career Center.

What we want

The Administrative Coordinator II is an integral member of the Career Center, Employment Services team. This position will serve as front-line customer service supervisor at the Career Center assisting in key administrative tasks to support employer recruiting, student on-campus interviews and advising, and managing the lobby experience for all Career Center visitors.

The Administrative Coordinator II is responsible for administrative tasks and process management, serves as the office coordinator for Employment Services in the Career Center and assists with projects necessary to carry out the mission of Employment Services in a physical and virtual environment. This position also supervises Career Center student workers in support of all activities previously mentioned.

The ideal candidate will work well in a fast-paced office environment, have excellent customer service skills, be detail oriented, comfortable with Word, Excel, PowerPoint and other commonly used office applications. Must work well as part of a team. Social media experience, website maintenance or similar application platform experience a plus. Our selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this sounds like the team for you, we encourage you to apply to join us.

What you need to know

Salary: $36,512.00 - $46,924.80 annually

Cover Letter, Resume, and References: A cover letter, resume, and listed of three professional references are strongly recommended.

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 or project management including some supervisory experience

Required Knowledge, Skills, and Abilities

• Excellent interpersonal and communications (written and verbal) skills and ability to work with a wide range of constituents: from corporate executive, to academic deans and faculty, to University Relations managers, to students and parents
• Strong reasoning and problem-solving skills; proven ability to think strategically, negotiate successfully, and adapt to an ever changing environment in the employment marketplace
• Strong organization skills with the ability to plan and execute work in an environment with many interruptions, handle multiple projects simultaneously, and meet goals
• Exceptional level of professionalism; use tact, diplomacy, and judgment in dealing with all customers
• Ability to work independently and cooperatively within a diverse team
• Computer literacy: business level experience with spreadsheets, presentation, and word processing software programs
• This is a security sensitive position; 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 time frame after the individual’s employment, and on an as-needed basis thereafter
• Ability to multi-task and work cooperatively with others

Preferred Education and Experience:

• Five years administrative and supervisory experience
• Experience in writing and editing professional correspondence
•  Experience with social media, website maintenance, or similar application platform
• Customer service experience
• Experience creating and/or managing processes to support an office environment

Preferred Knowledge, Skills, and Abilities

• Knowledge of Texas A&M and employment-related practices
• Excellent customer service skills
  

Responsibilities:

• Project Management - Serves as office coordinator for the Employment Services section of the Career Center, including interface with maintenance, personnel for much of the public space, including the lobby and 30+ interview rooms, to ensure the efficiency and effectiveness of the administration operations. Coordinates and ensures coverage of the front counter. Monitors operations of front counter and directs staff in appropriate communication with employers and students. Plans, directs and executes the collection and entry of Graduation Survey data each semester to include staffing, supply delivery, procurement and inventory of survey forms. Maintains confidential records and information. Interprets, applies, and communicates University Policies. Coordinates and enforces the Career Center s policies, such as student no shows. Conducts research and gathers information in support of Employment Services strategic direction. Serves as Records Retention Coordinator for the Employment Services component of the Career Center, training staff on retention guidelines, resolving guideline issues with departmental unique resources, and confirms that department is in compliance. Coordinates and directs the distribution of employer materials for events, information sessions, and interviews. Coordinates and enforces the Career Center s No Show and Late Cancellation policies. Represents the Career Center at various important events and activities including the Advisory Council, Recruiter Training, employer information sessions, and career fairs.
  
• Administrative Support - Provides administrative support and project coordination to Director and Associate Director of Employment Services. Directs staff to draft and edit letters to Fortune 100 companies regarding support of the Career Center programs. Reviews letters to companies before distribution. Reviews and signs letters and purchase orders for Director. Maintains administrative database on Corporate Partner donations and activity; tracks budget, expenditures, and prompts renewal notices Partners. Assists in resolving complex, sensitive/confidential administrative matters. Researches and makes recommendation for improving office operations; responds to non-routine information requests. Attends University Center Advisory Council for Director, as needed. Manages student workers assigned to the Service Team. Assigns duties, distributes projects, assesses and evaluates performance, and coordinates department coverage of essential support functions.

• Supervision - Hires, supervises, evaluates and assigns duties to 10+ student workers, who provide departmental coverage of essential support functions and calendaring for Career Coordinators. Creates training resources and tools for new student employees, working with Career Coordinators to utilize A&M s online resources and testing tools. Ensures student employees are fully trained and versed in the areas that they serve. Monitors working hours and develops work schedules. Assigns projects, manages workloads, and provides oversight of work product quality and tracks completion. Provides insight and guidance to Texas A&M students seeking help in the job search process. May assist them in navigating the departmental online recruiting portal.

• Customer Service - Researches and directs staff to respond to employer related inquiries regarding recruiting tactics and options. Filters more complex employer related inquiries and provides guidance to the employers. Serves as gate keeper for companies wishing to recruit Aggies through the Career Center. Reviews, approves or rejects employer s requests to recruit via A&M s online recruiting portal. Monitors and responds to inquiries that are submitted via the employer email address on the Career Center website. Provides insight and guidance to students seeking help in the job search process. Provides new department staff with training of processes and procedures for new employer approval, interview process, and student staff roles. Answers questions and guides staff on the appropriate process in order to maintain compliance with rules & regulations. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University and TAMHSC, 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 and will be required 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.