Administrative Coordinator I

Texas A&M - Kingsville•Kingsville, TX

2d•Onsite

About The Position

The Administrative Coordinator I, under general supervision, coordinates the day-to-day operations of the School of Music and its academic programs, providing direct administrative support to the Director and Associate Director.

Requirements

Bachelor’s degree in an applicable field or equivalent combination of education and experience.
Two years of related experience.
Ability to effectively communicate both orally and in writing.
Ability to positively and professionally interact with others.
Excellent communication and presentation skills.
Strong interpersonal and organizational skills.
Working knowledge of office software and institutional programs.
Ability to orally comprehend and express information and use inductive and deductive reasoning.
Ability to multitask and work cooperatively with others.

Responsibilities

Serve as the primary contact and office manager for the School of Music to internal and external stakeholders, including main office reception, email account and phone line.
Compose correspondence, reports, publications, and presentations, including editing and proofreading.
Create and maintain spreadsheets and databases for a variety of fiscal, administrative, and academic records for the School of Music and as per National Association of Schools of Music (NASM) standards.
Maintain office reference materials, hard-copy and digital.
Lead process for appointment letters and academic reporting, in coordination with the Director.
Responsible for course creation for academic programs within the school using Banner & ARGOS, in coordination with the Director/Associate Director.
Provide information regarding administrative procedures, services or programs.
Coordinate arrangements for meetings, appointments, school special events, including facilities, equipment, and food.
Handles all departmental mail services: sorting, distribution, bulk/mass mailings and correspondence.
Hire, train and supervise student workers and other support staff.
Assist Administrative Coordinator II with monitoring department accounts and provide administrative support to faculty with external funding.
May prepare purchase documents, reimbursements and online purchases.
Proposes solutions on complex financial problems, including budget pool management and encumbrance reconciliation.
Coordinate submission of information for payroll processes.
Order and maintain office supplies and equipment, in collaboration with Manager, Facilities & Events.
May deliver, pick up, or receive cash payments, documents, supplies, equipment, or materials.
Monitor and reconcile assigned procurement card and travel card transactions.
May assist school administration and faculty with reconciliation processes.
Creates and maintains spreadsheets and/or databases including Degree Plans, Piano Proficiency Exams, Junior Recitals, Senior Recitals, Graduate Recitals, Student Recitals, Digital Signage and other items.
Prepares recital and concert programs and supervises student recital attendance.
Verify, process and review forms to include payroll, enrollment and faculty workload reports, tables and other documents.
Serve as support for student recruitment and engagement activities.
Serves as a primary point of contact for inquiries related to school administration.
Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies.
Prepares and takes minutes at meetings.
Manages correspondence and communications for the office.
Other duties may be assigned.

Benefits

Medical $0 - $30 per month for Employee Only coverage after university contribution ($920 value). Up to 83% of premium covered by the university: Employee and Spouse Employee and Children Employee and Family coverage
Dental & Vision
Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account
On-Campus Wellness Opportunities
Work Life Solutions: Counseling, Work Life Assistance, Financial Resources, and Legal Resources
Employee Tuition Assistance Program
Book scholarships
Public Service Loan Forgiveness
Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP), dependent on position
Voluntary Tax Deferred Account/Deferred Compensation Plan
8+ hours of vacation per month
8 hours of sick leave per month
8 hours of paid Birthday leave
12-15 paid holidays per year