Administrative Coordinator II

Texas A&M • College Station, TX

6d • Onsite

About The Position

The Office of the Vice President for Student Affairs (OVPSA) serves and supports 13 departments within the Division of Student Affairs that are critically engaged in all aspects of students’ lives and the delivery of key services and support. We work with departments to create environments that help students grow, develop, learn, and enhance the quality of their lives by providing opportunities for students to experience education and explore interests beyond the classroom. The Office of the Vice President for Student Affairs is seeking a highly organized individual to serve as Administrative Coordinator II and provide essential administrative support to our office. This position plays a vital role in coordinating office operations, managing communications, supervising student workers, and ensuring the smooth execution of projects and activities. We are looking for someone who excels at multitasking, has strong written and verbal communication skills, and is adept at using technology to enhance office processes. If you have a background in office administration, a keen eye for detail, and enjoy working in a fast-paced environment where you can contribute to the overall success of our team, we invite you to apply and be considered for this exciting opportunity.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration.

Nice To Haves

• Strong written and verbal business communication skills, including experience preparing professional correspondence, reports, and meeting minutes.
• Advanced skills in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other productivity software.
• Ability to identify and implement process improvements using electronic tools and technologies.
• Experience with artificial intelligence (AI) tools, platforms, or applications.
• Experience with electronic file management and document scanning systems.
• Customer service experience, especially in a university or office environment with frequent external and internal contacts.
• Ability to multitask and work cooperatively with others.
• Strong interpersonal and communication skills.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Planning and organizational skills.

Responsibilities

• Serves as the primary receptionist for the office, greeting visitors, informing staff of appointments, and directing inquiries appropriately.
• Plans and coordinates administrative activities and services for the office, including mail distribution, office supply inventory, and special orders to meet operational needs.
• Develops and maintains phone rosters and assists with front desk training for student assistants.
• Maintains conference room calendars and assists with calendars of leadership when needed.
• Coordinates and schedules use and training of office resources, including the OVPSA golf carts.
• Serves as the primary contact for maintenance requests, keyless entry access, security cameras, and phone lines, coordinating all related communications and actions for the department.
• Prepares all letters, including condolence letters for leadership signature; manages electronic filing and document scanning to Laserfiche.
• Receives, coordinates, and routes alcohol beverage request forms and other approvals for leadership.
• Handles correspondence, manages the office’s mail log, and ensures timely distribution of incoming and outgoing mail.
• Responsible for the hiring, supervision and evaluation of student workers who assist in OVPSA.
• Develops schedule for coverage of the front desk in OVPSA suite and assigns projects as necessary.
• Manage students to maintain a professional and confidential office environment with regard to visitors, mail, correspondence, phone calls and reports.
• Maintains inventory and orders all office, stationary, coffee, and beverage supplies; coordinates special orders to accommodate office needs.
• Ensures conference rooms are equipped and ready for meetings.
• Monitors office procedures, recommends improvements, and ensures adherence to protocols.
• Coordinates office records retention and maintains reference materials.
• Ensures compliance with relevant guidelines, policies, and regulations.
• Provides initial intake for student funding requests and refers inquiries to appropriate departments across campus.
• Consults with division offices and departments on best practices and processes related to administrative and reception functions.
• Assists with special projects such as updates to the Student Worker Manual and the State Employee Charitable Campaign coordination for Student Affairs.

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