Administrative Coordinator II

Texas A&M University System • College Station, TX

13d

About The Position

We are seeking a highly organized and proactive Administrative Coordinator II who excels at coordinating complex administrative operations and ensuring seamless office functionality. The ideal candidate brings strong judgment, attention to detail, and the ability to manage a wide range of responsibilities, from overseeing office procedures and supporting leadership through document review, meeting representation, and report preparation, to planning events, travel, and daily administrative workflows. This role requires someone who can confidently interpret and apply state guidelines, collaborate across departments to ensure compliance, and safeguard data integrity through careful monitoring and issue identification. We are looking for a resourceful problem‑solver who can lead special projects, deliver clear analyses, train new system users, and recommend process improvements. Exceptional communication skills are essential, as this position regularly engages with internal and external stakeholders and manages office correspondence. A commitment to service, accuracy, and continuous improvement, along with the ability to supervise and develop staff, will be key to success in this role.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration.
• Ability to multitask and work cooperatively with others.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Interpersonal and communication skills.
• Planning and organization skills.

Nice To Haves

• 2–5 years in film, television, commercial, branded content, office coordination, or agency production
• Experience as: Production Coordinator, Associate Producer, Development Assistant, Agency Producer Assistant, and/or Studio Production Office staff
• Software Proficiency Excel / Google Sheets (advanced formulas preferred)
• Adobe PDF markup
• Frame.io familiarity
• Slack / Asana / Monday.com
• Virtual production workflow
• LED wall terminology
• Tech vendor coordination
• Equipment rental houses
• Budget tracking experience.
• Handles confidential financial information professionally.
• Facility scheduling in coordination with Stage Manager.

Responsibilities

• Coordinates administrative support functions.
• Plans and coordinates administrative activities and services.
• Monitors office procedures and ensures adherence to office protocols.
• Reviews and signs documents for supervisor.
• Attends meetings or committees on behalf of supervisor.
• Prepares and reviews operational and special reports.
• Coordinates office records retention and maintains office references and resource materials.
• Coordinates travel arrangements and prepares itineraries.
• Plans and coordinates meetings, seminars, and other special events.
• Coordinates the maintenance of office supplies and equipment.
• Makes recommendations for process improvements or administrative changes.
• Supervises, trains, and evaluates the work of others.
• Develops and maintains knowledge and understanding of relevant state guidelines.
• Analyzes incoming inquiries and provides proper instructions for resolution.
• Coordinates with external departments for compliance with scheduling and registration rules.
• Ensures the integrity of data by monitoring submissions and identifying issues.
• Performs special analyses and project summaries.
• Conducts new user training for scheduling systems.
• Responds to non-routine requests regarding state policies.
• Consults with colleges and departments on best practices related to scheduling and registration.
• Prepares and takes minutes at meetings.
• Manages correspondence and communications for the office.

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: Mid Level