Coordinator of Presidential Business & Administrative Services

Texas A&M University System•College Station, TX

2d•Hybrid

About The Position

The Coordinator of Presidential Business & Administrative Services works under direction as the primary staff position contact for the Office of the President at Texas A&M University and serves as a key operational coordinator for the executive suite. This high‑visibility role exercises independent judgment and discretion in matters of significance and coordinates administrative and business operations for the Office of the President. The position draws on transferable strengths developed across leadership‑rich careers, including team coordination, onboarding and training, cross‑functional collaboration, compliance tracking, and communication with internal and external constituencies. The Coordinator supervises and supports front‑office staffing, fosters a professional and welcoming executive reception environment, and serves as the operational liaison between the Office of the President and central service units including Human Resources, Business Services, Transportation Services, Facilities, and Information Technology. Exceptional judgment, discretion, and the ability to build trusted relationships are essential to success in this role.

Requirements

Bachelor’s degree in a related field (e.g., Business Administration, Communications, Public Administration, Education, Human Development, or related discipline); or an equivalent combination of education and experience.
Six (6) years of progressively responsible professional experience that includes executive or administrative support, team coordination, leadership, or program implementation.
Demonstrated experience working in a mission‑driven environment (educational, nonprofit, governmental, or executive office setting).
Exceptional interpersonal and customer service skills with the ability to represent the Office of the President professionally to various constituencies.
Strong written and verbal communication skills with attention to detail, accuracy, and discretion.
Proven ability to handle confidential and sensitive matters with sound judgment.
Ability to multitask, prioritize, and work effectively in a fast‑paced, high‑visibility environment.
Strong organizational skills; ability to work independently and collaboratively as part of an executive team.
Demonstrated ability to track data, monitor compliance, and support continuous improvement.
Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and video conferencing platforms (Zoom, Teams).
Requires compliance with state and federal laws and Texas A&M University System and University policies, regulations, rules, and procedures.
All duties must be performed safely and in compliance with system and university safety requirements.

Nice To Haves

Ten (10) or more years of progressively responsible professional experience.
Familiarity with the Bryan/College Station community and the Texas A&M University ecosystem.
Working knowledge of Texas A&M System platforms (Workday, Concur, AggieBuy).
Notary Public commission in the State of Texas (or willingness to obtain).

Responsibilities

Coordinates day‑to‑day administrative support functions for the Office of the President.
Plans and oversees front office operations to ensure a professional, welcoming, and efficient executive environment.
Works alongside and supports student employees; helps coordinate work priorities and daily coverage.
Manages a high‑volume main telephone line, triaging inquiries and routing communications to appropriate staff, university offices, or external partners.
Coordinates hospitality and logistics for high‑profile visitors and official guests of the President.
Monitors reception areas and conference rooms to ensure readiness, presentation, and adequate supplies.
Manages office supplies, maintains inventory, and processes procurement requests within assigned signature authority.
Maintains accurate electronic and physical filing systems, including confidential and sensitive records.
Coordinates office records retention and resource management in alignment with university policy.
Serves as the Office of the President’s primary operational liaison with University Human Resources, Information Technology, Facilities Services, Transportation, and Business Services.
Routes personnel actions, position requests, and onboarding/offboarding documentation through Workday.
Coordinates new‑hire logistics, including workspace setup, credentialing, parking, and building access.
Tracks and monitors required training compliance (TrainTraq, EEO, cybersecurity, records management) and prompts timely completion.
Monitors compliance with state, system, and university policies and procedures.
Utilizes data tracking and documentation to support compliance and continuous improvement efforts.
Provides advanced administrative and operational support to leadership while maintaining the highest level of confidentiality and discretion.
Serves as a central point of contact for staff regarding administrative processes and operational questions.
Supports preparation of job postings and coordinates interview schedules and search committee logistics in partnership with Human Resources Classification & Compensation and Talent Acquisition.
Communicates administrative guidance and operational objectives on behalf of leadership.
Exercises sound judgment in managing sensitive communications and executive workflows.
Fosters a collaborative, professional, and service‑oriented front office culture.
Plans and coordinates meetings, official engagements, and special events hosted by the Office of the President.
Coordinates logistics and hospitality for visitors, dignitaries, and executive‑level guests.
Ensures meeting spaces are prepared, supported, and restored for continued executive use.
Maintains accurate administrative records and documentation in accordance with applicable policies.
Supports records management and retention requirements for the Office of the President.
Identifies opportunities to improve administrative processes, workflows, and service delivery.
Ensures confidential information is handled with discretion and in compliance with applicable regulations.