Senior Administrative Coordinator I

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M Transportation Institute

Department

Facilities, Safety & Support Services

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

Job Summary:

The general purpose of this position is to facilitate and coordinate the administrative and fiscal aspects of division activities and operations for the Facilities, Safety and Support Services division at TTI. Interacts with internal and external customers to cultivate and increase support and customer service. Provide staff support and coordination of various business benefits activities. Requires independent judgement, including reviewing business documents and assisting in developing, maintaining and reporting accounts, contracts and budget data. Must be able to promptly respond in person, on site, to after-hours emergency calls for local facilities and other needs. Must possess a valid driver license. Continued employment in this position is contingent upon availability of funding and satisfactory performance.

Essential Duties:

• Office Management: Supervision of office staff including Administrative Coordinator and oversight of student employees, process monthly and biweekly payroll, purchase office supplies and equipment, conduct annual inventory certification and maintain inventory control, prepare and update staffing plans, facilitate hiring and promoting staff, purchase capital equipment, computers, and equipment. Train team members on new and existing procedures. 30%

• General division administrative support and office duties: Answer phone, copy, handle mail and general office correspondence, greet visitors. Make travel arrangements, process travel requests, and purchase and travel vouchers. Update and maintain web pages. Coordinate arrangements for visitors and meetings. Serve as the Agency parking representative.  Assist division staff with duties as necessary. 20%

• Budget Administration: Track expenditures on contracts, projects and prepares status reports monthly or as necessary. Coordinates information with division staff for inclusion on budgets. 15%

• Direct operation of agency mail and courier services: Coordinates receipt and delivery of mail from US Postal Service and third-party carriers. 10%

• Assist Director of Facilities, Safety and Support Services in various duties as assigned. 10%

• Assist Facilities Manager and Senior Facilities staff in various duties as assigned 5%

• Backup to Administrative Coordinator and other division staff 5%

• Assist in conference rooms and meeting coordination activities 3%

• Support agency compliance initiatives 1%

• Other duties as assigned. 1%

Required Education and Experience:

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

• Six years of related experience.

Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.

• Ability to multitask and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organization skills.

Preferred Qualifications:

• TAMUS or higher education employment experience

• Facilities and real property management experience

• Bachelor’s degree in business or accounting

• Supervisory experience

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.

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M Transportation Institute

Department

Facilities, Safety & Support Services

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

Job Summary:

The general purpose of this position is to facilitate and coordinate the administrative and fiscal aspects of division activities and operations for the Facilities, Safety and Support Services division at TTI. Interacts with internal and external customers to cultivate and increase support and customer service. Provide staff support and coordination of various business benefits activities. Requires independent judgement, including reviewing business documents and assisting in developing, maintaining and reporting accounts, contracts and budget data. Must be able to promptly respond in person, on site, to after-hours emergency calls for local facilities and other needs. Must possess a valid driver license. Continued employment in this position is contingent upon availability of funding and satisfactory performance.

Essential Duties:

• Office Management: Supervision of office staff including Administrative Coordinator and oversight of student employees, process monthly and biweekly payroll, purchase office supplies and equipment, conduct annual inventory certification and maintain inventory control, prepare and update staffing plans, facilitate hiring and promoting staff, purchase capital equipment, computers, and equipment. Train team members on new and existing procedures. 30%

• General division administrative support and office duties: Answer phone, copy, handle mail and general office correspondence, greet visitors. Make travel arrangements, process travel requests, and purchase and travel vouchers. Update and maintain web pages. Coordinate arrangements for visitors and meetings. Serve as the Agency parking representative.  Assist division staff with duties as necessary. 20%

• Budget Administration: Track expenditures on contracts, projects and prepares status reports monthly or as necessary. Coordinates information with division staff for inclusion on budgets. 15%

• Direct operation of agency mail and courier services: Coordinates receipt and delivery of mail from US Postal Service and third-party carriers. 10%

• Assist Director of Facilities, Safety and Support Services in various duties as assigned. 10%

• Assist Facilities Manager and Senior Facilities staff in various duties as assigned 5%

• Backup to Administrative Coordinator and other division staff 5%

• Assist in conference rooms and meeting coordination activities 3%

• Support agency compliance initiatives 1%

• Other duties as assigned. 1%

Required Education and Experience:

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

• Six years of related experience.

Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.

• Ability to multitask and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organization skills.

Preferred Qualifications:

• TAMUS or higher education employment experience

• Facilities and real property management experience

• Bachelor’s degree in business or accounting

• Supervisory experience

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.