Administrative Coordinator I

Texas A&M University System • College Station, TX

1d • Hybrid

About The Position

The Administrative Coordinator I, in the Texas A&M Institute for Neuroscience (TAMIN), works under general supervision and provides comprehensive administrative and operational support for institute programs and activities. This position requires the exercise of discretion and independent judgment in areas such as purchasing, travel coordination, financial processing, records management, communications, and event support. Strong organizational skills, attention to detail, a customer‑service mindset, and the ability to work independently while handling sensitive information in compliance with university and FERPA guidelines are essential to success in this role.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• 2 years of experience in office administration.
• Employee must complete required FERPA and data privacy training as mandated by Texas A&M University and maintain compliance with student privacy requirements.
• Staff member will need to be prepared to travel between TAMU Main Campus and TAMU-College of Medicine for seminars and other administrative duties as needed.
• Strong interpersonal and communication skills, with the ability to independently plan, organize, and prioritize work responsibilities.
• Knowledge of word processing, database, spreadsheet, and presentation software, with the ability to apply these tools independently to complete assigned duties.
• Ability to manage and update web‑based platforms, including public websites and SharePoint faculty and student sites, to disseminate timely and accurate information.
• Attention to detail and accuracy, with the ability to maintain high standards of work quality with minimal supervision.
• Ability to multitask, work independently, exercise discretion and sound judgment, and resolve problems encountered in the performance of job duties.
• Working knowledge of standard office procedures and protocols, with the ability to apply procedures consistently and independently.
• Knowledge of and ability to handle student education records in compliance with FERPA, university privacy standards, and institutional data‑security requirements, including appropriate handling of information published or maintained on university websites.
• Skill in performing basic mathematical calculations.
• Skill in operating a personal computer and basic office equipment.
• Ability to accurately enter data and file information.

Nice To Haves

• Knowledge of Texas A&M University policies and procedures; experience in a college or university setting.
• Working knowledge of TAMU software such as Howdy, SSO, Workday, Compass, Canopy, AEFIS, GFS, and travel/purchasing platforms (e.g., AggieBuy/Emburse/Chrome River as applicable).
• Experience with purchasing, travel coordination, ProCard reconciliation, and reimbursement processing.
• Experience with Microsoft Office Suite; Adobe (Acrobat/Creative tools) preferred.
• Experience supporting Zoom or other teleconference platforms.
• Experience updating websites and web content (WordPress preferred).
• Two years of Texas A&M University office administrative experience.
• Customer service experience.

Responsibilities

• Serves as liaison for visiting scholars and student recruits traveling to TAMU.
• Arranges all related travel and purchasing, including coordination of airfare, lodging, meals, and other logistics.
• Maintains appropriate monthly records for all the pro-cards in department and other expenses.
• Processes other office payments and reimbursements.
• Maintains and orders office supplies and equipment.
• Resolves vendor, purchasing, and reimbursement issues; identifies root cause and coordinates corrective action.
• Makes reservations and orders meals when needed.
• Provides support to the Texas A&M Institute for Neuroscience Chair and Program Coordinator.
• Develops announcements, presentations, and communication materials.
• Maintains departmental financial accounts.
• Maintains computers and checkout logs.
• Maintains inventories such as space, furniture, computers, and related assets.
• Maintains materials made available on the World Wide Web, including maintaining and regularly updating the TAMIN website, and updates TAMIN SharePoint faculty and student sites with announcements, program information, and relevant resources, ensuring all web‑based content complies with FERPA requirements and university privacy policies.
• Maintains Institute listservs and contact databases.
• Schedules and attends TAMIN business meetings and creates agendas and meeting minutes.
• Analyzes requirements for reports, assessments, or initiatives.
• Assists in the development and completion of annual reports and assessments submitted by the Institute.
• Provides technical information regarding administrative procedures, services, or programs.
• Collects and maintains updated records on participating faculty members, including faculty CVs, publications, contact information, membership data, administrative supplements, participation letters and external support documentation.
• Under the supervision of the Program Coordinator, assists in coordinating and arranging meetings and special events such as recruiting and annual symposiums.
• Arranges all aspects of the TAMIN weekly seminar, including announcements, RSVPs, food setup, attendance tracking, IT/Zoom support and other associated duties.
• Troubleshoots day‑of event issues (room, catering, A/V, Zoom) and coordinates rapid resolution.
• Handles course‑related communications and materials in a manner consistent with FERPA requirements, ensuring student information and enrollment data are accessed and shared only for legitimate educational purposes.
• Serves as office manager and coordinates daily office support activities and administrative interactions.
• Coordinates the maintenance of files, records, office supplies, and equipment.
• Provides faculty support, prepare meeting materials, and written minutes.

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
• Free exercise programs and release time
• 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

What This Job Offers

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