Senior Administrative Coordinator I

Updated: about 1 month ago
Location: College Station, TEXAS
Job Type: FullTime

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M University

Department

Geography

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 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 Geography (http://geography.tamu.edu ) has 20 faculty members with strengths in biogeography, climatology, geomorphology, human geography, human-environment relationships, and Geographic Information Science and Technology (GIST). We are based in the College of Geosciences (http://geosciences.tamu.edu ) with the Departments of Atmospheric Sciences, Geology & Geophysics, and Oceanography, and play a major role in the Environmental Programs in Geosciences. The College of Geosciences also includes Sea Grant, the Geochemical and Environmental Research Group (GERG), and the International Ocean Discovery Program (IODP). Texas A&M University, a land-, sea-, and space-grant university, is located in a metropolitan area with a dynamic and international community of over 255,000 people.

What we want

The Senior Administrative Coordinator I serves as assistant to the Department Head.  Coordinate support and services to the department, including administration and procedures and course scheduling.  Oversees support for faculty searches, reviews and promotions, and tenure/non-tenure tracking and publications.  Supervises assigned staff (including student workers).  Works with the degree program leads to assist with assessment and core-curriculum certification.  Oversees inventory. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience.

Special Note: A cover letter and resume are strongly recommended. You may upload them on the application under the CV/Resume section.

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

  • Six years of experience in office administration

Required Knowledge, Skills, and Abilities:

  • Knowledge of word processing, and spreadsheet applications

  • Interpersonal and communication skills

  • Planning and organizational skills

  • Ability to multi-task and work cooperatively with others

  • 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

Preferred Knowledge, Skills, and Abilities:

  • Knowledge of TAMU systems including Interfolio, Docusign, VP Faculty Affairs, and Registrar policies and procedures.

Responsibilities:

  • Administrative Management - Resolves complex, highly sensitive and confidential administrative matters. Coordinates office workflow and administrative functions as the Office Manager. Develops and approves schedules, priorities, and standards for achieving goals. Develops administrative objectives and strategies. Establishes goals and objectives of administrative operations. Serves as a primary information resource on office support methods and processes. Plans and coordinates logistical and administrative support for events, meetings, specialized activities, projects, long term initiatives or new programs.  Approve sick leave and vacation for employees and acts as delegate for the department head in WorkDay and Concur.  Compiles external publications and internal reports, which may be used to research and support development opportunities. Drafts reports and reviews, including annual departmental reviews for faculty and graduate students. Assists with reports to the college, university and system regarding faculty, graduate students, and undergraduate students in the department. Manages course and lab scheduling for the department, Astra, and Compass data management. Serves as primary department liaison with Registration/Admissions office. Collaborates with other units on cross-listed courses. Coordinates with registrar to secure additional classrooms. Serves as a parking administrator for departmental parking spots and garage validation, record retention management coordinator, and departmental property contact. Coordinates key control. Oversees facilities inventory including scheduling and assignment of department space as well as mitigates issues as the department liaison with Aggie Works. Formulates, interprets, and/or implements management policies or operating practices. Analyzes internal processes and times lines and recommends and implements procedural or policy changes. Develops administrative and technical procedures. Recommends guidelines, policies, rules, and regulations.

  • Personal Assistant - Serves as the assistant to the Department Head. Provides high-level administrative support to Department Head. Meets regularly with Head to review current initiatives and projects, establish/reaffirm upcoming deadlines, and discuss short- and long-term planning. Assists other departmental officers: Assistant Department Head, Graduate Director and Undergraduate Director as needed. Reviews for accuracy and compliance all documents requiring Head's signature. Ensures document confidentiality, as well as the confidentiality of faculty personnel files. Coordinates communication efforts and meetings between department administration and the business, HR, and IT offices. Assists in the development of administrative operations and procedures and adjusts methods and procedures. Performs special analyses and project summaries as needed. Makes recommendations for process improvements, administrative changes, or new initiatives. 

  • Faculty Support - Maintains annual review files for tenure-track and non-tenure track faculty. Assists the Department Head with the coordination of the promotion and tenure review process. Works with faculty to prepare tenure and/or promotion dossiers in Interfolio. Assists the Department Head in conducting faculty searches. Coordinates and plans meetings, travel arrangements, and itineraries for campus interviews and seminars. Works with HR to prepare hiring paperwork for new faculty. Maintains confidential personnel files in Laserfische. Serves as the liaison to International Faculty & Scholars Services to process new H1B Visa and H1B renewal forms and process Permanent Residency forms and correspondence.  Assists faculty with visiting scholars (5VS) and with promotion packages for Post Docs and Research Scientists.  Assists the Department Head with the faculty workload and compliance reporting process. Oversees support for faculty for arranging preliminary examinations, thesis, and dissertation defenses for graduate students.

  • Mentoring and Supervision - Supervises, trains, and evaluates the work of administrative staff and student employees. Performs other duties as assigned.  Also acts as a back-up to the front desk personnel (shipping and receiving, phone, keys, checking out pro cards, parking, schedules rooms, etc.)

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 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/Affirmative Action/Veterans/Disability Employer committed to diversity.


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