Administrative Coordinator I

Texas A&M • College Station, TX

9h

About The Position

Works under general supervision and provides administrative support for the Executive Director of Global Engagement and the Global Partnerships & Initiatives unit. This role assists with general office operations, business process, event planning, and management.

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
• 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
• 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