Administrative Coordinator I

Texas A&M University System • College Station, TX

3d • Onsite

About The Position

The Department of Global Engagement at Texas A&M University is seeking a highly organized and adaptable Administrative Coordinator. This role provides critical support to the office, requiring strong administrative experience, exceptional communication skills, and sound decision-making judgment. The position demands advanced proficiency in office software, the ability to manage multiple tasks in a fast-paced environment, and a professional, collaborative approach when engaging with various stakeholders. The Department of Global Engagement strategically aligns several critical internationally focused units, fostering the University’s commitment to solving the world’s most pressing problems through a focus on transformational international education and research.

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 organizational skills.
• Demonstrated ability to make sound, informed decisions and exercise independent judgment while managing complex or ambiguous situations with minimal supervision.
• Ability to load and transport materials needed for hosting events and programs, which may include lifting and setting up heavy equipment.

Nice To Haves

• Experience in planning, coordinating, and executing events of varying scale, including managing logistics, vendor relationships, budgeting, and on‑site operations.

Responsibilities

• Plans, organizes, and assists with the execution of events such as student programs, faculty development programs, workshops, awards ceremonies, board meetings, and international delegation visits.
• Coordinates logistics which could include venue booking, catering, marketing, and registration.
• Maintains records and processes for event planning.
• Manages contracts and pays invoices for events and programs.
• Serves as the primary point of contact for event participants and partners.
• Provides on-site support for major events and programs.
• Conducts post-event surveys and/or assessments to gather feedback from stakeholders to inform planning processes and program outcomes.
• Assists with flag reservations, delivery, set-up, and takedown.
• Provides administrative support for the Executive Director.
• Coordinates travel arrangements, prepares expense reports, and assists with budget maintenance.
• Reviews calendars and coordinates the preparation of agendas for meetings and presentations.
• Reviews documents and prepares reports.
• Analyzes requirements for projects or initiatives and writes project summaries.
• Drafts official communication on behalf of the Global Engagement Department and Executive Director.
• Assists the Senior Administrative Coordinator/Executive Assistant as needed with various administrative tasks for the Global Engagement Department and the Associate Vice President.
• Provides front office reception support and serves as the front-line individual to greet guests, answer phone lines, monitor shared email accounts, sort and distribute mail, and direct questions to the appropriate individuals.
• Performs business functions such as coordinating the inventory and ordering of supplies and equipment, processing work orders, submitting purchase orders, billing, and maintenance of files and records.
• Coordinates student worker schedules and front-desk coverage.
• Hires, trains, and supervises student workers.
• Monitors office procedures and ensures adherence to said procedures.
• Develops, evaluates, and also makes recommendations for process improvements, administrative changes, or new initiatives.

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