Administrative Coordinator I

Texas A&M • College Station, TX

2d • Onsite

About The Position

The Administrative Coordinator will assist with key operations to support the Appelt Aggieland Visitor Center, including but not limited to processing office expenditures, event planning for recruitment events, assisting with the hiring process for student employees, equipment maintenance, and customer service for a high-traffic office. Strong organizational skills and ability to work well with student employees are critical for success in this role.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Two years of experience in office administration.
• 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 as needed for hosting events and programs, which may include lifting and setting up heavy equipment.
• A valid driver’s license is required.

Nice To Haves

• Experience in planning, coordinating, and executing events of varying scale, including managing logistics, vendor relationships, budgeting, and on‑site operations.
• Experience working in AggieBuy, Emburse and Laserfiche.
• Ability to develop proficiency in office technology platforms including When I Work, a scheduling tool, and Slate, a CRM, for program management and visitor check-in.

Responsibilities

• Plans, organizes, and assists with the execution of events such as recruitment activities, open houses, special educational events, banquets, and staff training.
• Assists with daily campus visitor service operations as needed.
• Coordinates event organization logistics which can include venue booking, catering, agenda creation, parking validations, staff instructions, nametags, promotional items, table decorations, playlist management for music, slides or video, and guest check-in.
• Maintains records and processes for event planning.
• Reviews facility agreements for equipment and event set-up accuracy.
• Assists with set-up, including power points and music, before meetings, training and events to ensure microphone and accessibility requirements are met; troubleshoots as necessary.
• Provides on-site support for major events, trainings and programs including set-up, tear down and student worker management.
• Reviews daily tour and recruitment program surveys and/or assessments to incorporate feedback from participants, planners and vendors to inform future planning processes.
• Promptly elevates any concerns to the director as needed.
• Assist with the overall management of the Appelt Aggieland Visitor Center.
• Promptly and accurately pays invoices for events, programs, office supplies, subscriptions, Amazon purchases and other goods and services required for Visitor Experience operations.
• Oversees office contracts including Xerox, warranties and subscriptions.
• Under the supervision of the Assistant Director, performs business functions such as coordinating the inventory, ordering of supplies and equipment, processing work orders, submitting purchase orders, billing, maintenance of files, and distribution of apparel for 100+ student employees.
• Maintains storage area supplies/promotional items both on campus and at off-site storage unit.
• Provides support as needed to Howdy Crew student employees to warmly welcome visitors to Texas A&M University.
• May greet guests, answer phone lines, monitor shared email accounts, sort and distribute mail, and assist with general help desk duties.
• Receives and organizes paperwork from student employees, such as class schedules, employment forms or TrainTraq certificates.
• May assist with the hiring process for student employees, including recruitment and interviewing.
• Coordinating maintenance, facilities, and office furniture requests with the appropriate departments and stakeholders to ensure timely resolution.
• Develops, evaluates, and makes recommendations for process improvements, administrative changes, or new initiatives.
• Coordinates travel arrangements, prepares expense reports, and assists with budget management for Visitor Experience travel.
• Serves as departmental parking representative.
• Participates in staff training and contributes to a supportive, positive workplace culture within a high-energy office setting.
• Assists the team in calendar scheduling for regular meetings, training, events, or key dates.
• Coordinates the preparation of agendas for meetings and presentations.
• Records minutes for meetings or trainings.
• Provides general administrative support to the Visitor Center team.

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