Administrative Coordinator II

Texas A&M University System • College Station, TX

3d • Onsite

About The Position

The Administrative Coordinator II works under general supervision and coordinates administrative operations and specialized activities for the Department of Mechanical Engineering at Texas A&M University. The role exercises discretion, independent judgment, and decision-making authority on significant matters and serves as an administrative resource for faculty, staff, students, and visitors. It coordinates departmental processes, communications, and administrative functions.

The position supports faculty and departmental operations by preparing and editing documents and communications, maintaining databases and confidential records, coordinating travel and visitor programs, and managing faculty searches, committees, meeting spaces, textbook requests, and presentation materials. It also supports employee onboarding, manages departmental Emburse transactions and reconciliations, and monitors administrative processes to identify improvements. The position is based on the Main Campus in College Station, Texas.

Requirements

• Bachelor's degree or an equivalent combination of education and experience.
• Three years of related experience.

Responsibilities

• Coordinate administrative support activities for faculty, including preparing letters, memoranda, manuscripts, flyers, brochures, reports, and other documents in final format.
• Compose, modify, edit, and proofread correspondence, publications, presentations, and communication materials.
• Develop, maintain, and monitor departmental databases for student records, faculty records, and other departmental data.
• Coordinate travel arrangements, prepare itineraries, and manage logistics for faculty, distinguished visitors, guest speakers, and faculty candidate interviews.
• Coordinate faculty searches for Tenure-Track and Academic Professional Track positions, including position logistics, interview schedules, communications, search documentation, and administrative support to search committees.
• Coordinate departmental committee activities, including scheduling meetings, preparing agendas and materials, recording minutes, and maintaining committee records.
• Manage JCAIN and conference room reservations, including room setup, technology needs, catering arrangements, and meeting logistics.
• Coordinate faculty textbook requests and serve as a liaison with publishers and campus partners as needed.
• Manage requests for copying, printing, binding, scanning, and presentation materials; prepare slide presentations and related meeting materials as needed.
• Maintain confidential departmental records, including research documents, examinations, personnel records, and other sensitive information.
• Coordinate onboarding for new employees, including workspace preparation, departmental orientation, access requests, and onboarding logistics.
• Manage departmental Emburse transactions and reconciliation processes on behalf of the Department Head, ensuring compliance with university procedures and deadlines.
• Coordinate distinguished visitor programs and itineraries, including travel arrangements, scheduling, event logistics, and hosting support.
• Monitor administrative processes and recommend improvements to departmental efficiency and effectiveness.
• Serve as a departmental resource regarding administrative procedures, policies, and operational practices.
• Perform other duties as assigned.

Benefits

• Competitive medical insurance and prescription coverage.
• Options for vision, dental, life, and long-term disability insurance.
• Defined-benefit retirement plan through the Teacher Retirement System of Texas, with an 8.25% employer contribution.
• Additional voluntary retirement programs, including 403(b) and 457(b) plans.
• Flexible spending account options for medical and childcare expenses.
• Paid time off, including holidays, vacation, and sick leave.
• Free training access through LinkedIn Learning and professional development opportunities.
• Tuition assistance and educational release time.
• Access to Engineer Your Wellness health and fitness programs.
• Wellness release time to promote work/life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level