Administrative Coordinator I

Texas A&M University System • Prairie View, TX

3d • Onsite

About The Position

Works under general supervision and coordinates administrative support for a unit or specialized activity, including providing direct, high-level support to the Executive Director of University Special Events & Protocol. This role requires the exercise of discretion and independent judgment in managing sensitive information, executive priorities, and complex event logistics.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Two years of related experience.
• 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.
• Applicants with equivalent experience in lieu of a Bachelor’s degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelor’s degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of six years of experience.

Responsibilities

• Coordinates administrative support functions for the Office of University Special Events & Protocol.
• Plans and coordinates administrative activities and services in alignment with executive leadership priorities.
• Participates in the planning and execution of administrative and operational functions supporting high-level university events and protocol activities.
• May serve as the office manager.
• Monitors office procedures and ensures alignment with executive expectations.
• Develops, evaluates, and ensures adherence to office procedures.
• May assist in the development and monitoring of budgets related to events and operations.
• Provides direct administrative and operational support to the Executive Director, including managing calendars, prioritizing communications, and facilitating workflow to ensure timely execution of strategic initiatives and special events.
• Reviews and signs documents on behalf of the Executive Director as delegated.
• Represents the Executive Director in meetings or committees as assigned.
• Supports the coordination and execution of high-profile university events, including commencements, presidential functions, VIP visits, and institutional ceremonies.
• Assists with protocol-related logistics such as RSVP management, seating arrangements, dignitary coordination, and event documentation.
• Analyzes programs, projects, or initiatives related to University Special Events & Protocol.
• Monitors project timelines, identifies issues, and ensures alignment with executive priorities.
• Adapts, combines, and improves services, processes, or programs to enhance efficiency and effectiveness of event operations.
• Formulates, interprets, and/or implements management policies or operating practices related to special events and protocol.
• Develops administrative and technical procedures to support executive-level operations.
• Researches, interprets, compiles, and responds to inquiries regarding rules, regulations, policies, and procedures.
• May monitor compliance with institutional and protocol standards.
• Performs special analyses and prepares project summaries, briefings, and executive reports for the Executive Director.
• Coordinates office records retention and maintains reference and resource materials related to events, protocol, and administrative operations.
• Coordinates travel arrangements and prepares itineraries for the Executive Director and/or event-related travel.
• Plans and coordinates meetings, seminars, and high-level special events, ensuring seamless execution and alignment with protocol standards.
• Coordinates the maintenance of office supplies and equipment.
• Makes recommendations for process improvements, administrative changes, or new initiatives that support the strategic direction of University Special Events & Protocol.
• May supervise, train, and evaluate the work of administrative or student staff supporting the office.
• Assigns tasks, monitors performance, and evaluates job progress.
• Performs other duties as assigned.

What This Job Offers

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