Administrative Coordinator I

Texas A&M•College Station, TX

About The Position

The Mays Business School Undergraduate Programs Office is seeking an Administrative Coordinator I who brings professionalism, organization, and a welcoming presence to our student‑focused team. This individual will serve as the first point of contact for the office, offering courteous support to students, staff, and visitors. They will manage a variety of administrative tasks, including answering the main phone line, coordinating room reservations, and assisting with day‑to‑day needs. The role also includes maintaining office supplies and equipment to ensure a smooth and efficient environment. In addition, the coordinator will support meetings, scheduling, and special events that contribute to the success of the Undergraduate Programs Office. If you are someone who enjoys helping others and takes pride in creating a positive, well‑organized experience, we encourage you to apply.

Requirements

Bachelor's degree or equivalent combination of education and experience.
Two years of experience in office administration, supporting leadership or related.
Ability to multitask and work cooperatively with others.
Interpersonal and communication skills.
Planning and organization skills.

Nice To Haves

Experience scheduling supervisor’s calendars.
Office management experience.
Experience monitoring multiple projects with different timelines.
Supervisory or team lead experience.
Event planning experience.
Experience working with students.
Experience with forward-facing role.
Demonstrated experience with intense multi-tasking during peak times (answering phones, greeting visitors, and answering student questions).
Experience with database management.

Responsibilities

Front Desk Management Primarily manages the UPO front desk, providing a professional and welcoming environment for students and visitors.
Serve as first point of contact for Undergraduate Programs Office (UPO).
Direct students/guests to appropriate advisor/staff.
Monitor advising appointments for advisors.
Open and close office and ensure front desk is properly staffed.
Maintain organization and appearance of reception area, including lobby and front desk.
Through student staff management and back-up support, ensure consistent, professional, and trained coverage of front desk for in-person and telephone coverage.
Strategic planning of students checking in with advisors.
Recruit, hire, onboard, train, and supervise student staff for coverage of front desk and administrative support.
Working closely with student employees on their schedules every semester.
Approving time off and payroll.
Address advising questions presented at the front desk that can be addressed quickly, without meeting an advisor, directing students to appropriate resources when necessary.
Manage both the [email protected] and [email protected] email in-boxes, ensuring that messages are addressed in a professional and timely manner with correct information. This includes routing complex questions to the appropriate resource.
Oversees planning and execution of administrative operations.
Maintains daily office calendar and appointment monitoring.
Reviews and monitors project and program timelines and proactively identifies issues.
Coordinates inventory and maintenance of office supplies and equipment.
Researches and responds to inquiries about office procedures and processes.
Coordinates logistical arrangements for travel, meetings, and events.
Develops and maintains administrative office procedures.
Serves as primary or backup administrative support to assigned functional areas Coordinate calendars for ADUP, UAO Director and RSEO Director ensuring efficient scheduling and time management.
Act as Emburse delegate for the ADUP as well as UAO and RSEO directors, managing receipts and expense reports.
Schedule unit/department meetings and select events, including: Coordinate schedules among team members.
Book meeting spaces Order food/drink/meals for unit/department meetings, as needed Set up and clean up from unit/department meeting
Manage common area meeting space reservations for UPO owned spaces (Loft, 255 gathering area, conference room, and classrooms for meetings other than class)
Work with UAO staff to ensure Navigate, or other advising scheduling tools are structured optimally for student access and check-in.
Manage Wrike requests for student worker tasks.
Manage incoming and outgoing mail for UPO.

Benefits

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.
Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts , 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
Automatic 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
Educational release time and tuition assistance for completing a degree while a Texas A&M employee
Living Well, a program at Texas A&M that has been built by employees, for employees