Administrative Coordinator I

Texas A&M University System • College Station, TX

22h • Onsite

About The Position

The Administrative Coordinator I is responsible for providing administrative, organizational, data entry, data verification, accounting, and customer service skills to the Housing Assignments Office and other units within the Department of Residence Life. They provide direct support to HAO Coordinator and indirect support to Associate Director. The Administrative Coordinator I is responsible for all housing assignments and billing for different contracted semesters using enterprise level software. Other duties include serving as an information resource to all students, parents, guests, and colleagues who call, visit, and communicate with the Housing Assignments Office.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Two years of experience in office administration or equivalent combination of education and experience.
• Notary Public (or ability to obtain within 6 months).
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organization skills.
• Detail oriented.
• Ability to meet deadlines and maintain a high level of accuracy, professionalism, and a customer service orientation.
• Must be literate in the English language and able to comprehend, give, and follow both written and verbal instructions.

Nice To Haves

• Bachelor’s degree and more than two years of experience in higher education, student housing, or customer service.
• Background in office environments with much time spent in contact with students.
• Proficiency in StarRez, Zendesk, and current versions of Microsoft Office Suite.
• Ability to provide exceptional service to many customers at the same time.
• Bilingual in Spanish.

Responsibilities

• Customer Service: Serves as a primary housing information resource for students, families, prospective students, and campus partners via email, phone, chat, and in person. Manages housing communication channels, oversees front desk operations, and serves as the first point of contact when student staff are unavailable. Trains, advises, and coaches Student Assistants to ensure accurate, timely, and professional customer service.
• Administration: Maintains, verifies, and updates housing records across multiple systems to ensure data accuracy and compliance. Determines room assignments for the Residence Halls and White Creek Apartments for multiple terms. Is responsible for knowing, explaining, and completing multiple housing processes. Researches and resolves discrepancies and makes needed updates and corrections. Compiles data and retrieves historical records to resolve disputes and provide information as requested. Updates card access using the controlled access system. Completes special projects as needed.
• Communication: Communicates and collaborates with Residence Life staff to complete assignments processes. Is responsible for keeping all members of the Housing Assignments Office up to date on process changes. Serves as an information resource to other campus departments. Recruits and markets to prospective students. Is responsible for maintaining confidentiality. Makes recommendations for process improvement or administrative changes. Develops, updates, and shares process manuals to ensure adherence to policies and procedures within the department and office.
• Transactions: Ensures timely and accurate billing. Responsible for validating and maintaining student billing records. Processes charges and makes adjustments using prorate tools and manual entry methods as needed. Runs and reviews daily reports for successes and failures as well as monthly reconciliation files. Verifies and uploads billing files to Student Business Services. Monitors payment provider system to updates transactions, process errors, and refund duplicate payments. On occasion, assists with purchasing for office.
• Development: Serves as a backup to other Customer Service Associates and other Residence Life offices as needed including Conferences and Guest Services, Corps of Cadets, and University Apartments. Attends trainings and provides training for system operations as needed. Trains staff new to the Assignments Office in regard to housing operations and information, including professional staff and student staff. Serves on departmental, division, and/or university committees with approval from supervisor.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level