Senior Administrative Coordinator I

Texas A&M University System • College Station, TX

1d • Onsite

About The Position

Here’s a Glimpse of the Job Texas A&M’s English Department is looking for a Senior Administrative Coordinator I who will serve as the primary administrative support to the Department Head. This role coordinates and oversees departmental administrative services, including administrative procedures, course scheduling, and special events. The position provides comprehensive support for faculty annual reviews, promotion and tenure processes, search committees, faculty research activities, and departmental data tracking (e.g., publications and reports). The Senior Administrative Coordinator I also supervises assigned staff and manages departmental inventory and resources to ensure efficient and compliant operations. Opportunities to Contribute Coordinates and oversees administrative operations, including planning, execution, and continuous improvement of departmental administrative activities and services. Administers faculty personnel processes, including annual reviews, promotion and tenure, probationary reviews, Interfolio dossier preparation, confidential records management, and communications with faculty and external evaluators. Supports faculty recruitment and hiring activities, including job postings, applicant file management, search committee support, interview and travel logistics, workload reporting, and coordination with Human Resources. Manages international faculty and visiting scholar processes, including visa and permanent residency assistance, preparation of required paperwork (5VS), and liaison with International Faculty and Scholar Services. Provides advanced administrative support to department leadership, including managing correspondence, calendars, travel arrangements, presentations, reports, and confidential materials. Supervises and provides guidance to staff, setting work priorities, communicating leadership decisions, and serving as the primary administrative point of contact. Plans, coordinates, and documents meetings and training programs. Monitors project timelines and compliance, identifying issues, ensuring adherence to policies and procedures, and recommending process improvements. Develops and implements administrative objectives, strategies, and operational policies. Assists with budget preparation and financial record management. Manages facilities, property, and key control functions, to include serving as property officer or backup, inventory certification, facilities inventory oversight, parking administration, and departmental property coordination. Coordinates record management and retention, ensuring compliance with state, local, and federal requirements, archival preservation, and proper handling of academic and administrative documents. Acts as a liaison with internal and external stakeholders, including campus departments, donors, visitors, dignitaries, and faculty candidates. Plans and executes special events, such as awards banquets and official visits. Oversees student and academic record processes.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Six years of experience in office administration.
• Ability to move medium to heavy objects with assistance.
• Ability to lift, carry, load, or unload instructional materials of moderate to heavy weight.

Nice To Haves

• Ability to multitask and work cooperatively with others.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.
• Interpersonal and communication skills.
• Planning and organization skills.

Responsibilities

• Coordinates and oversees administrative operations, including planning, execution, and continuous improvement of departmental administrative activities and services.
• Administers faculty personnel processes, including annual reviews, promotion and tenure, probationary reviews, Interfolio dossier preparation, confidential records management, and communications with faculty and external evaluators.
• Supports faculty recruitment and hiring activities, including job postings, applicant file management, search committee support, interview and travel logistics, workload reporting, and coordination with Human Resources.
• Manages international faculty and visiting scholar processes, including visa and permanent residency assistance, preparation of required paperwork (5VS), and liaison with International Faculty and Scholar Services.
• Provides advanced administrative support to department leadership, including managing correspondence, calendars, travel arrangements, presentations, reports, and confidential materials.
• Supervises and provides guidance to staff, setting work priorities, communicating leadership decisions, and serving as the primary administrative point of contact.
• Plans, coordinates, and documents meetings and training programs.
• Monitors project timelines and compliance, identifying issues, ensuring adherence to policies and procedures, and recommending process improvements.
• Develops and implements administrative objectives, strategies, and operational policies.
• Assists with budget preparation and financial record management.
• Manages facilities, property, and key control functions, to include serving as property officer or backup, inventory certification, facilities inventory oversight, parking administration, and departmental property coordination.
• Coordinates record management and retention, ensuring compliance with state, local, and federal requirements, archival preservation, and proper handling of academic and administrative documents.
• Acts as a liaison with internal and external stakeholders, including campus departments, donors, visitors, dignitaries, and faculty candidates.
• Plans and executes special events, such as awards banquets and official visits.
• Oversees student and academic record processes.

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