Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Psychology

Proposed Minimum Salary

$3,043.00 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 Department of Psychology is engaged in research that falls into all five graduate areas of specialization:

In addition to the Department of Psychology’s 5 areas of specialization, we have overlapping research interests that bridge traditional areas of psychology. These primary research themes include: Affective Science; Diversity Science; Neuroscience; Personality and Individual Differences. To learn more please visit our site at https://liberalarts.tamu.edu/psychology/research/

What we want

The Administrative Coordinator II, is responsible for providing administrative support to the Associate Head of Graduate Studies and to the Director of Programs. The position provides administrative support of the admission of new graduate students in the department and will guide and assist students with information regarding registration, tuition, University policies, and other graduate information. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this job description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

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
• Ability to multitask and work cooperatively with others
• Interpersonal and communication skills as well as planning and organization skills
• Ability to work with diverse groups of people and be helpful, respectful, approachable, and team oriented
• Ability to build strong working relationships and a positive work environment

Responsibilities:

• Database & Records - Maintains extensive database of confidential records on applicants, current students, and alumni of graduate program. Researches, compiles, and applies information, making evaluative judgments on appropriate data to use. Utilizes database to prepare reports on applicants, graduate courses, assignments, committees, and other reports as needed. Enters and prepares specialized reports for the Department Head and Associate Head of Graduate Studies such as program Review, course enrollments, graduate student placements, and other reports as needed.

• Masters & PhD Graduate Admissions - Is responsible for coordinating the systematic departmental graduate application process, ensuring confidentiality for each applicant. Coordinates the process to make applications available for faculty review; tracks applications through the department process; and responds to status inquiries. Prepares correspondence to applicants. Serves as liaison with Office of Admissions. Facilitates campus visits for prospective graduate students and assists with documentation for GPS funding. Assists the Master's Program Director with all duties related to program.

• Student Advising & Registration - Provides guidance and advice on academic policies and procedures to graduate students. Assists with registration including requesting research hours and in-absentia courses. Verifies compliance of students’ hours each semester to make sure students meet requirements for graduation and assistant-ships in department and University. Advises and authorizes any graduate student grade changes, Q drops, Add/Drops, degree plans, petition or committee changes. Develops and maintains office procedures for advising methods including data collection for both programs. Serves as liaison with the Graduate and Professional School. Responsible for checking good academic standing of graduate students and referring students to additional services as necessary. Verifies eligibility and processes students for scholarship payments, fellowship payments, tuition waivers, and tuition offsets. Creates spreadsheet and report on tuition and waivers for the Associate Head of Graduate Studies, the Business Administrator, and the Director of Programs.

• Graduate Support - Plans, implements, and coordinates administrative support functions for graduate studies in the Department of Psychological and Brain Sciences, and assists in the evaluation of the program. Responsible for office organization, structure, and daily operations. Coordinates administrative activities and services relating to office procedures and special projects, such as recruiting, and other special events. Develops graduate office support procedures, processes, and methods. Promotes communication between other departmental offices and outside units. Provides training and guidance to administrators on procedures and preferred presentation of office communications. Responds to inquiries regarding program offerings. Monitors and updates graduate web pages on department website. Assists in resolution of complex and confidential administrative matters. Analyzes requirements for projects or initiatives. Coordinates and monitors action items to meet deadlines. Plans, implements, and coordinates logistical and administrative support for events, projects, and specialized activities like departmental annual orientation for new graduate students. Reviews and creates correspondence for supervisor. Makes improvements to office services and processes. Serves as a personal assistant to the Associate Head of Graduate Studies and the Director of Programs. Responsible for collaborating with faculty to execute any graduate assistant-ships appointments for our graduate students each semester and complete any upcoming class or schedule changes using the necessary systems while coordinating with the associate head of programs. Enters and executes anything to do with the TA training (TATEP), and scheduling (ASTRA).

• Files and Records - Is responsible for supervising the creation and maintenance of files including general correspondence files, course files, academic records, course description files, and personnel files for each graduate student. Provides structure and organization to assure confidentiality, accessibility, and retention of records. Serves as the liaison with the Office Institutional Effectiveness & Evaluations making sure evaluations and assessments are processed every semester for both faculty and graduate students. 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.

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.