Administrative Coordinator II

Texas A&M University System • College Station, TX

6d • Onsite

About The Position

The Administrative Coordinator II plays a vital role in supporting the dynamic and fast-paced environment of the Adam C. Sinn '00 Department of Finance at Mays Business School. This position serves as a key point of contact for a wide range of stakeholders, including students, faculty, staff, and visitors, requiring exceptional customer service, a positive attitude, and strong interpersonal skills. The ideal candidate is proactive, detail-oriented, and able to independently manage and follow through on multiple priorities while remaining flexible and adaptable to changing needs. In addition to providing administrative support, this role coordinates department events and contributes to the success of numerous academic programs within a large and busy department. We are seeking someone who enjoys variety in their work, embraces new challenges, and views this opportunity as a stepping stone for professional growth. This position offers excellent opportunities to develop skills and advance within higher education administration.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Three years of experience in office administration, office management, and/or event planning management.
• 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

• TAMU higher education experience.
• Experience using Emburse/Chrome River.
• Event & conference coordination.
• Event coordination of guest speakers.
• Knowledge of Excel or spreadsheet management.

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.
• Oversee the administrative functions of the Young Scholars Finance Consortium, ensuring effective operation and support for participants.
• Organize and coordinate all aspects of the AFA conference reception, including venue selection, catering, and attendee communication.
• Provide comprehensive administrative support for multiple program functions, including graduate student communications, scheduling, and program logistics.
• Oversee the regular updates and maintenance of the Faculty180 system to ensure accurate and timely information is available.
• Gather and analyze student course evaluations, preparing comprehensive reports for faculty review and action.
• Conduct thorough reviews of faculty CVs and syllabi posted in the Howdy system to ensure compliance with state and institutional standards.
• Manage and coordinate travel arrangements for faculty, including itineraries and reimbursement processes, ensuring adherence to university policies.
• Plan and execute the logistics for the PG&E speaker series, including scheduling, venue arrangements, and communication with speakers.
• Oversee the documentation process for tenure track annual reviews, ensuring all materials are collected, organized, and submitted in a timely manner.
• Assist the promotion and tenure committee by providing necessary documentation and administrative support throughout the review process.
• Manage the Interfolio system for document submissions and reviews, ensuring compliance with university guidelines.
• Maintain accurate records and tracking for endowed position and fellowship reviews, facilitating communication among stakeholders.
• Develops and maintains knowledge and understanding of relevant state guidelines.
• Analyzes incoming inquiries and provides proper instructions for resolution.
• Ensures the integrity of data by monitoring submissions and identifying issues.
• Performs special reporting analyses and project summaries creating adloc reports.
• Collect and analyze data for institutional surveys, preparing reports for internal and external stakeholders.
• Responds to non-routine requests regarding state policies.
• Prepares and takes minutes at meetings.
• Manages correspondence and communications for the office.
• Responds to emails on behalf of the entire department.

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: Mid Level