Senior Administrative Coordinator I

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M University

Department

Office Of Registrar

Proposed Minimum Salary

$4,317.49 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 by promoting a culture that respects all perspectives, talents & lived experiences.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who We Are

The Office of the Registrar has the primary responsibility of maintaining academic records of all current and former students. The Office of the Registrar has two priority goals: to maintain a high quality of service to all who come into contact with the office, and maintain and protect the academic integrity of the student record in accordance with University, state and federal guidelines.

What We Want

The Office of the Registrar is seeking to hire a motivated individual to fulfill our Senior Administrative Coordinator II position and be responsible for providing administrative support for the three Directors, the Associate Registrar, and the Records Ombudsman.  The individual will work closely with the Director of Operations to maintain the office budget and assist with allocation of expenses.  Additional the Senior Administrative Coordinator is responsible for ordering office supplies and print publications, answering multi-line phones including 5 direct lines, producing letters for current and former students upon request, maintaining the office Post Office Box and mail distribution, monitoring group email boxes, employee onboarding and offboarding, and ensuring office housekeeping is taken care of.

What You Need to Know

Salary Range: $44,912.00 - $57,740.80 (Based on selected hire’s qualifications)

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

Other Requirements and Factors: Professional demeanor. Must be able to work occasional weekends and evenings.

Qualifications

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.
• Six years of experience in office administration.

Required Special Knowledge, Skills, and Abilities:

• Working knowledge of Microsoft office suite and basic software programs.
• Working knowledge of standard office equipment. 
• Knowledge of recourses to assist in research.
• Working knowledge of FERPA and privacy laws pertaining to student and prospective student data.
• Excellent oral and written communication skills.
• Ability to multi-task and work cooperatively with others.
• Ability to think independently when given a task.
• Ability to work under pressure to meet deadlines.
• Able to comply with federal, state, system, and TAMU laws, policies, rules, and regulations.
• Ability to plan and organize effectively.
• Ability to be creative, innovative, and detailed oriented.
• Ability to be trained and learn quickly.

Preferred Qualifications:

• Bachelor’s degree
• Two years of related experience in higher education.
• Ability to interpret and explain policies, rules, and regulations to a broad constituency.
• Must have positive supervisory skills.
• Familiarity with TAMU rules and policies.

Essential Duties/Tasks

ADMINISTRATIVE SUPPORT - Provides administrative support to three Directors, Associate Registrar, and the Records Ombudsman. Assists with duties pertaining to scheduling meetings, answering five phone lines, writing memos, and routing memos for proper signatures. Responsible for coordination and scheduling of meetings/events in the Registrar Conference room and Registrar Training room. Responsible for responding to emails sent to group inboxes

BUDGET AND SUPPLIES - Maintains inventory of supplies and printed materials needed for the Registrar's Office, including supplies needed to conduct graduation. Serves as the coordinator for IT repair requests, Telecom requests, and coordinates with building maintenance personnel. Coordinates oversight and organization of all financial accounts in the Office of the Registrar. Maintains precise records of expenditures. Coordinates receipt and payment of invoices through the business office. Assists with administration of the departmental credit cards, which includes monitoring usage, preparing monthly statements for submission to the business office, and securely maintaining the procard.

ONBOARDING and OFFBOARDING - Coordinates the onboarding new hires in the Office of the Registrar.  This includes submitting requests for desktop devices/set up (computer and phone), submitting IT requests, serving as the Department Parking Representative ensuring staff have parking, issuing office keys, ordering business supplies, submitting request for travel card, providing office history and information on collaborative office teams, and providing a general walk-through of the office introducing new hires to the office.  Coordinates offboarding, including submitting termination request to IT, collecting office keys, travel cards, staff ID, and updating Telecom and IT lists. Coordinates all organizational charts, floor plans, and at-a-glance documentation to ensure it is kept up to date with onboarding and offboarding changes.

MAIL/HOUSEKEEPING - Receives mail for the Office of the Registrar twice a day. Responsible for opening, sorting, date stamping, and verifying delivery within the office. Assures prompt delivery of time sensitive requests for documents. Ensures documents are picked up twice daily from the Aggie One Stop and handled appropriately: either sent to imaging or processed in house by the correct team.  Ensures the office break room is cleaned daily and restocked with supplies, including monthly refrigerator cleanout.

GRADUATION REPORTS AND CEREMONIES - Organizes and maintains graduation statistics. Provides reports and information concerning those reports to university personnel, state and federal agencies, and other individuals as needed.  Assists with graduation coordination and works graduation ceremonies each May, August, and December. Performs other duties as assigned.

Why Texas A&M University? 

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.