Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M Engineering

Department

Workforce Development

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Coordinator II, provides direct administrative support to the Sr. Director of Professional Education Programs in support of the TEES Professional & Continuing Education initiatives under the Texas A&M Engineering Workforce Development. Reporting to the Sr. Director of Professional Development. This position executes the administrative functions for the Sr. Director of Professional and Continuing Education and for the offices of the Regional Divisions/ System Schools.

Responsibilities:

• Coordinates administrative support functions for TEES Professional & Continuing Education (TEES P&CE) unit, including complex, highly sensitive and confidential administrative matters in determining work priorities; analyzes and develops administrative support operations, methods and procedures to maintain flow of work and desirable levels of productivity.
• In some cases, serve as first point of contact for greeting guests and answering phones, assist with establishing contact and meetings with clients, directors, and staff for TEES P&CE unit.
• Manages an organizational system to analyze requirements for projects or initiatives and coordinates and monitors action items, tracks internal & external deadlines.
• Coordinate, prioritize and perform administrative activities, including calendars and schedules, planning and logistical support for meetings and events; proofread and produce memos, letters and email communications; plan long- term initiatives or new programs.
• Coordinates travel arrangements and prepares itineraries for Sr. Director to include researching flights options, booking flights, reserving rental car if needed, hotel reservations, T&L and any foreign travel documentation. Process travel requests, invoices and reimbursements.
• Analyzes program, project, or initiatives. Monitors project timelines and identifies issues. Adapts, combines, and makes improvements to services, processes, or programs.
• Performs special analyses and project summaries. Prepares and reviews operational and special reports. Coordinates office records retention and maintains office references and resources materials.
• Provides support for various events and meetings for the office, to include logistics such as agendas, staffing, location and setup, meals, attendees, AV equipment.
• Coordinates the maintenance of office supplies and equipment needed for assigned units.
• Assists with maintaining materials for availability on the World Wide Web or coordinates such activities.
• Creates and maintains administrative databases.
• Serves as TEES Edge liaison to internal parties for operational support to investigate and correct errors on transactions and respond to routine inquiries from vendors and other business units. Assists in supporting the programs accounts payable and account maintenance duties.
• Prepares draft presentations and communication materials and proofreads for accuracy.
• Performs related duties as required.

Required Education:

• Bachelor's degree or equivalent combination of education and experience.

Required Experience:

• Three years of related experience.

Preferred Experience:

• Experience in office administration or project management, including some supervisor experience.

Knowledge, Skills and Abilities:

• Working knowledge of standard office equipment and personal computers.
• Working knowledge of spreadsheet, presentation and word processing software programs.
• Interpersonal and communication skills and abilities to plan and organize effectively.
• Ability to multitask and work cooperative with others.
• Proficient with using MS Office Suite including using Outlook as a tool for tracking/managing multiple calendars.

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 committed to diversity.