Administrative Coordinator II

Texas A&M University System • College Station, TX

2d

About The Position

The Administrative Coordinator II would report to a Coordinator of Residence Life or Assistant Director, and would be responsible for the administrative support of the respective Area Office and 24 Hour Service Desk Operation in a given area. This position is responsible for managing area office & desk operations, including the direct supervision of 15-20 Student Coordinators, 4-6 Area Office Student Assistants, and provides coordination and administrative support to 2 Coordinators of Residence Life, as well as indirect administrative support to up to 5 Community Directors & up to 8 Graduate Hall Directors.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Three 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 organization skills.

Nice To Haves

• Working knowledge of housing management software, including StarRez, Frontier, and AggieWorks.
• Excellent written communication, analytical, interpersonal, and organizational skills.
• Proficiency in word processing, spreadsheet, database, and presentation applications.

Responsibilities

• Manages daily operations and logistics of the Area Office and 24-Hour Desk, including inventory, maintenance, ordering supplies, and troubleshooting with vendors.
• Prepares and updates presentations, communication materials, agendas, and compiles meeting data.
• Coordinates hiring, rosters, and communicates with faculty/staff involved in living-learning communities, and initiates meetings, events, and activities for professional staff.
• Supports summer operations, conference logistics, manages event resources, and may require occasional evening or weekend work; collaborates across departments for clean, safe, and efficient operations, submitting work orders as needed.
• Recruits, hires, trains, supervises, and evaluates Area Office Desk and 24-Hour Desk student staff, and supports recruitment and onboarding for Resident Advisors, Community Directors, and Graduate Hall Directors.
• Approves timesheets via Workday, updates and ensures staff review/sign position descriptions annually, and tracks completion of university-required trainings.
• Manages desk coverage, filling in at the 24-Hour Desk when shifts are uncovered, and coordinates closely with the HR Liaison to keep position descriptions current.
• Responds to non-routine information requests and acts as a resource for office, University guests, students, and families.
• Develops, evaluates, and monitors office procedures to improve efficiency and ensure confidentiality of mail and correspondence.
• Serves as liaison with hall staff, departmental staff, and various agencies regarding space and facility needs, distributes information to residence halls, and collaborates to handle complaints and emergencies.
• Oversees staff who greet visitors, answer phones, screen calls, take messages, schedule appointments, and coordinate meetings.
• Serves as access manager, coordinating key and access card control, regularly checking door operations and securing spaces for emergencies and closings.
• Assists police and other agencies with investigations, provides reports and contact information, and submits work orders related to keys and access cards.
• Maintains accurate inventory per departmental key manual policies, performs duties in the building’s emergency evacuation plan, and coordinates information on operations and safety with relevant campus units.
• Performs data entry, reporting, management, verification and oversight of software dashboards and databases (StarRez, Frontier, AggieWorks) for billing, scheduling building access, tracking damage estimates, and resource management.
• Manages key boxes for residence halls and submits lock changes for residents and office.
• Acts as primary contact for public space reservations.
• Monitors and accounts for the Area Office and 24-Hour Desk budget workbooks, including completion of orders and purchase authorizations.
• Differentiates accounts and subaccounts for accurate budget forecasting.
• Inputs wages for Area Office and 24-Hour Desk student staff into the budget.
• Tracks wages for student staff.
• Serves on department, division, and university committees.
• Participates in workshops and trainings as needed.

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

What This Job Offers

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