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

Meteorology

Proposed Minimum Salary

$3,742.67 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

The Department of Atmospheric Sciences at Texas A&M University, researches the physical processes that influence and determine our climate as well as providing insight into how and why the climate changes. This is an enormous topic and covers spatial scales from atmospheric chemistry, aerosol particles, air pollution, cloud particles, with radii of microns, to large-scale atmospheric waves, with length scales of thousands of kilometers. Topics studied in the department include the physics of convection, climate variability, feedback physics, climate sensitivity, climate extremes, and regional modeling.  Variability and predictability of climate on seasonal to millennial timescales, coupled ocean-atmosphere interaction, large-scale dynamics of the atmosphere and the oceans.

What we want

The Senior Administrative Coordinator I, is responsible for serving as an assistant to the Department Head. Coordinates support and services to the department, including administration & procedures and course scheduling. Provides administrative support for faculty searches, reviews and promotions, and tenure/non-tenure tracking and publications. Supervises assigned staff. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability 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.
  • Six years of experience in office administration.

Required Knowledge, Skills, and Abilities:

  • Knowledge of word processing, spreadsheet, and presentation applications.
  • Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative. 
  • Strong 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. Provides supervision of office staff, including student workers. Develops and approves schedules, priorities, and standards for achieving goals. Develops administrative objectives and strategies. Establishes goals and objectives of administrative operations. Serves as the point of contact for departmental administrative activities. Serves as a primary information resource on office support methods and processes. Compiles external publications and internal reports, which may be used to research and support development opportunities. Plans and coordinates logistical and administrative support for events, meetings, specialized activities, projects, long term initiatives or new programs. 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. Collaborates with other units on cross-listed courses. Coordinates with College of Arts and Sciences to secure additional classrooms. Serves as 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 timelines 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, providing high-level administrative support. 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, as needed. Processes incoming and outgoing correspondence. Plans and coordinates meetings between head, faculty, and students (both graduate and undergraduate). Reviews for accuracy and compliance all documents requiring head's signature. Ensures document confidentiality, as well as the confidentiality of faculty and graduate student personnel files. Coordinates communication efforts and meetings on behalf of department administration for the development of procedures and common practices across different administrative groups such as the various department committees, business and human resources hubs, advising center and other necessary stakeholders. Assists in the development of administrative operations and making adjustments to methods and procedures. Performs special analyses and project summaries. 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. Prepares tenure and/or promotion dossiers and correspondence for outside evaluators. Assists the Department Head in conducting faculty searches. Coordinates and plans digital meetings, travel arrangements, and itineraries for campus interview. Maintains confidential personnel files. . Manages 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.

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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