Administrative Coordinator II

Texas A&M University System • College Station, TX

2d • Onsite

About The Position

The Administrative Coordinator II works under general supervision and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance. Salary: Compensation will be commensurate to selected hire’s experience. Cover Letter/Resume: A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume. Texas A&M University’s Mays Business School is a vibrant learning organization of more than 175 faculty members, 125 staff members, and 6,400 undergraduate and graduate students in accounting, finance, management, management information systems, marketing, and supply chain management. Mays Business School’s vision is to advance the world’s prosperity. To advance the world’s prosperity means providing a better future for generations who follow, including quality of life, environment, and economic systems. To fulfill this vision, our mission is to be a vibrant learning organization that creates impactful knowledge and develops transformational leaders. Mays offers Full-Time, Professional, Executive, Flex Online MBA programs as well as a unique MBA + M.S. Analytics program. Our program helps students advance their careers by mastering core business knowledge, honing skills through high impact learning experiences, developing personalized leadership styles, and leveraging the power of the global Aggie Network. We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 74,000 and nearly 14,000 faculty and staff. The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special. From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here!

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.
• Ability to lift 30-40 lbs. Office supplies, boxes, and event planning materials.
• Ability to stand and walk for extensive periods of time.

Nice To Haves

• Intermediate to Advanced Excel, pivot tables, charts.
• Zoom virtual meetings experience.
• Good phone etiquette and customer service experience.

Responsibilities

• Coordinates administrative support functions.
• Plans and coordinates administrative activities and services.
• Monitors office procedures and ensures adherence to office protocols.
• Prepare and review operational and special reports.
• Coordinates office records retention and maintains office references and resource materials.
• Coordinates travel arrangements and prepare itineraries.
• Plans and coordinates meetings, seminars, and other special events.
• Prepares Faculty overload memos, routes, and tracks each semester.
• Pull end-of-course evaluations and prepare summaries
• Coordinates the maintenance of office supplies and equipment.
• Make recommendations for process improvements or administrative changes.
• Develops and maintains knowledge and understanding of relevant state guidelines.
• Interprets and applies guidelines to assist in advising and supporting students.
• Analyzes incoming inquiries and provides proper instructions for resolution.
• Reviews student records and analyzes situations to determine eligibility for enrollment.
• 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.
• Prepares documentation for appeals submitted to relevant panels.
• Prepares weekly announcements for students in coordination with the Associate Director for Student Experience.
• Prepares weekly recruiting messages for HTML email in coordination with the Program Director.
• Assists in the development of program-level guidelines and protocols.
• Prepare and takes minutes at meetings.
• Manages correspondence and communications for the office.
• University Credit Card reconciliation: Prepare Emburse for the Director.
• Submit travel reimbursements for the Director.
• Prepare and submit expense reports/Invoices for payment.
• Liaison with Bookstore for Student Textbook deliveries/inquiries.
• Serves as backup support for student worker duties: Processing Expressions of Interest, Preparing Admit packets and Deposit packets, grading, attendance, and retention roster updates.

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