Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Childrens Center

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

At The Becky Gates Children's Center we believe that children learn best through active participatory play and interactions that use all of their senses. We give our children the opportunity to set their own goals and to select their own materials, activities and play partners. Our students thrive with positive, authentic relationships in a supportive environment that challenges each child to think creatively and advance to the next educational level. 

What we want

We are looking for an organized Administrative Coordinator with exceptional communication and problem-solving skills to handle office duties and administrative-related operations. We want someone who is committed to providing attentive support for internal and external customers and be skilled at various tasks. Our selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this description appeals to you, we invite you to apply to be considered for this opportunity.

What you need to know

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.

• Planning and organization skills.

Preferred Experience:

• Experience in a child care setting.

Preferred Knowledge, Skills, and Abilities:

Responsibilities:

• Administrative Support - Manages data and prepare reports. Plans and coordinates center events. Handles written communication (prepare and proof routine correspondence in final form such as thank you letters, recommendation letter, etc). Prepares and drafts correspondence from the Director and Assistant Director notes/instructions. Coordinates calendars, project timelines, and travel (schedules all meetings and appointments, tracks, anticipates, and prepares for upcoming deadlines and events that require action by the Director and Asst Director). Manages and purchases supplies for the center as needed. Maintains records and files for children, personnel, financial, etc. and ensures proper maintenance, storage and destruction. Hires, trains, and supervises student staff for the front desk, kitchen, and marketing/communications. Assists with hiring and processing of student workers and full-time employees. Manages weekly schedule of all employees. Serves as backup in the kitchen or front desk as needed. May be required to come in early, stay late, and possible trainings on weekends. Monitors compliance with policies and procedures. Adapts, combines, and makes improvements to administrative services, processes, or programs. 

• Enrollment and Registration - Manages Center waitlist and corresponds with waitlist families. Consults Directors regarding openings and waitlist. Fills classroom vacancies following Center waitlist guidelines. Serves as registrar/registration coordinator for the Center. Checks new files for completeness and accuracy. Notifies families of missing file data and policies relating to missing documentation. Enters new families into center management software. Provides new family documentation to teachers. Prepares semester parent agreements. Notifies families of federal, state or local law requirements including immunization requirements.

• Payroll and Human Resources - Works with business office on monthly and biweekly payroll processes. Maintains leave records in Workday. Works with business office regarding HR related matters. Assists in hiring new support staff including contacting references, background checks, scheduling fingerprinting and orientation, including TrainTraq.

• Financial Management - Coordinates cash handling, billing and payments. Coordinates family financial assistance such as student discounts, scholarships and CCMS. Itemizes and processes receipts, invoices, etc. Serves as Liasion to Dept Accounting Services for payment cards, accounts payable, and financial reporting. Monitors compliance with policies and procedures.

• Facility Management - Serves as Building Proctor, including work orders, inspections, access cards and renovations and/or forwards and coordinates with the appropriate departments (SSC, IT, etc.) and tracks the progress. Schedules emergency drills as required by licensing.

• Miscellaneous - Serves on committees as requested. Serves as an administrative back-up for Director and Assistant Director, as needed or requested.

• 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 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.