Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Graduate And Professional School

Proposed Minimum Salary

Commensurate

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 by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are  

Texas A&M University's Graduate and Professional School strives to enhance graduate experiences and development of all students, personally and professionally; foster and facilitate interdisciplinary/intercollegiate graduate programs and research activities; provide the highest quality support services to advance creative scholarship and scientific inquiry and foster a climate which respects all individuals and their unique contributions. Our vision: The Texas A&M Graduate and Professional School aspires to be a globally recognized leader in student-centered graduate and professional education. For more information, please visit our website: grad.tamu.edu .

What we want

The Graduate and Professional School is looking for an Administrative Coordinator II, who will function as the office manager organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The Administrative Coordinator provides a high level of support to the Chief of Staff and functions as a high-level departmental liaison to stakeholders such as students, visitors, faculty, and staff within the Graduate and Professional School. This position also supervises multiple student employees, overseeing their training and on boarding and may work Grad School events such as Commencement and New Graduate Student Orientation.

What you need to know

Salary : Commensurate, based on selected hire’s qualifications.

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Qualifications

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:

• Strong interpersonal skills, excellent verbal and written communication skills, and attention to detail.
• Strong knowledge of spreadsheet, database, and presentation software.
• Ability to interact professionally and effectively with various constituencies such as students, visitors, faculty, staff and other units of the campus/outside organizations.
• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.  
• Ability to adapt to change and able to work in a team environment while entrusted to complete individual projects, as needed with highly confidential information and use discretion.

Preferred Qualifications:

• Experience working in Higher Education
• Experience with Texas A&M University systems such as, Compass, CARS, and Howdy.
• Four years of related experience in office administration.
• Supervisory Experience.
• Strong computer skills, including proficiency in Microsoft Office products Excel, Word, and PowerPoint.
• Knowledge of TAMUS Policies and Regulations and Texas A&M University Rules.
• Possess a strong work ethic/initiative and be able to balance conflicting priorities and make decisions based on approaching deadlines.
• Knowledge of public relations and marketing techniques, including social media.
• Strong desire to work with graduate and professional students, faculty, and administrators from a wide range of fields across the University.
• Knowledge of graduate student advising practices and procedure.
• Advanced proficiency in Compass, Laserfiche, CARS, and Howdy.

Essential Duties/Tasks

• Office Management/Student Worker Supervision - Serves as the Graduate and Professional School office manager. Oversees the reception area, ensuring office operations are running efficiently and tasks/projects are being completed in a timely manner. Coordinates the maintenance and ordering of office supplies, equipment, and other inventory. Assist in the development of the annual budget by planning expenditures, analyzing variances, and tracking budget expenses. Report office progress to the chief of staff and make recommendations for process improvements, administrative changes, or new initiatives. Coordinates staffing efforts, training, and supervision of student workers within the reception area of the Graduate and Professional School. Develops work schedules to ensure constant coverage of the front desk area. Responsible for updating the student worker manual and coordinating/leading semester meetings for continued training and review of office policies and procedures. Coordinates, as needed, with other teams for student worker tasks. Liaise with facility management and vendors, including cleaning, catering, and maintenance requests. Maintains a good relationship and regular communication with internal and external stakeholders of the Graduate and Professional School.

• Customer Support - Senior information resource for the reception area. Responds to non-routine and complex information requests and inquiries. Uses independent judgement to resolve customer complaints, questions, and problems. Maintains an extensive knowledge of university procedures, deadlines, and other requirements. Ensures compliance with university graduate student policies and procedures and Graduate and Professional School student forms. Interprets, applies, and communicates university graduate student policies and procedures. Stays up to date on all the graduate and professional degree programs that Texas A&M offers. Counsels students, faculty, and staff on all aspects of progressing through any Texas A&M graduate or professional degree program. Provides detailed information and resources regarding the graduate and professional degree program lifecycle to include: admissions, standardized tests, transfer work, filing of degree plans, various petition processes, changes of curriculum, Ombuds issues, examination procedures, authorized signatures, other University graduate degree requirements, and graduation. Provides and/or refers graduate students and the graduate advising community to training and resources. Oversees the Graduate and Professional School general email box.  

• Ombuds Support - Schedules appointments. Maintains Ombuds records and tracking. Responds to all Ombuds inquiries and requests, keeping all information confidential and using discretion.

• Document Processing - Coordinates office records retention and maintains office references and resources materials. Coordinates the processing of graduate and professional student education documents. Verifies that educational documents are correctly linked to student accounts. Oversees document routing to the appropriate divisions.

• Nagle Hall Room Scheduling Coordination - Develops and executes Nagle Hall conference and meeting room reservation procedures. Lead cross-divisional coordination efforts to ensure reservations are processed in a timely manner, accurate, and up-to-date. Process reservation requests from other individuals in the Graduate and Professional School community including but not limited to student organizations, faculty, and administration.

• Cross-Campus Liaison - Serves as the Department Parking Representative. Assign business parking and guest parking allocations, advising new employees of parking procedures, and maintaining accurate parking records. Initiates and terminates ID card access for Graduate and Professional School employees. Assesses when maintenance and other related work requests should be submitted to the building proctor or directly submitted to AggieWorks and may perform other duties as assigned.

Why Texas A&M University? 

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. 

• Health , dental , vision , life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays 
• Up to eight hours of paid sick leave  and at least eight hours of paid vacation each month
• Automatically enrollment in the Teacher Retirement System of Texas 
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning  training, webinars, and limited financial support to attend conferences, workshops, and more 
• Employee Tuition Assistance and Educational Release time   for completing a degree while a Texas A&M employee

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/Affirmative Action/Veterans/Disability Employer.