Administrative Coordinator I - New Student and Family Programs
Texas A&M University
June 14, 2018
College Station, Texas
The Administrative Coordinator I is responsible for providing specialized administrative support and office management to the Office of New Student & Family Programs within the Offices of the Dean of Student Life, including: Coordination of the office budget, supervision of student assistants, problem-solving in the absence of the Program Coordinator, assisting with coordination and implementation of New Student Conferences, providing support and staffing assistance for campus-wide committee meetings, and providing front-line customer service for new students and their families.
Required Education and Experience:
Bachelorâ™s degree or equivalent combination of education and experience.
Two yearsâ™ experience in office administration.
Required Special Knowledge, Skills, and Abilities:
Working knowledge of spreadsheet and word processing software programs. Interpersonal and communication skills.
Keyboarding skills. Ability to multi-task and work cooperatively with others.
Preferred Education and Experience:
Experience working with Concur (Travel & Expense Management System) and the Compass Student Information System.
Preferred Licenses and Certifications:
Certified Administrative Professional (CAP).
Preferred Special Knowledge, Skills, and Abilities:
Ability to operate Computer Software and Other Equipment: Word Processing Programs (Microsoft Word), Database Programs (Microsoft Access), Spreadsheets (Excel), Publishing Programs (Adobe InDesign), Presentation Programs (PowerPoint), Graphics Programs (Adobe Illustrator, Photoshop), and Other Software/Programs: Microsoft Outlook.
Compensation: $33,375 - 35,000
Manages daily office operations. Provides administrative support to the NSFP Coordinator and Student Life Assistant Director. Uses initiatives in facilitating daily office support activities. Assists in routine and complex problem-solving for administrative matters. Responds to routine and non-routine information requests. Supervises, trains, assigns work, and evaluates the work of student assistants. Serves as a departmental liaison to provide support for staff making travel arrangements through the Concur system. Sets office schedules including student worker schedules. Fields questions and solves problems that arise in the absence of the Program Coordinator Facilitates.
Opens communication lines between office staff, student leaders, student assistants, and other University offices via verbal and written communication. Takes calls and responds to emails for New Student and Family Programs, providing an exemplary level of customer service while applying, interpreting, and communicating University policies and procedures. Opens, sorts, and distributes mail while assuring confidentiality. Screens and refers questions from parents, students, and other visitors, and makes referrals to other university offices. Creates, maintains, and retains the office filing system.
Coordinates office supplies and equipment inventory for office and staff. Develops, evaluates and ensures adherence to office procedures. Monitors office procedures to eliminate duplication of effort and to streamline the flow of operations. Gathers information and conducts research to support new office initiatives. Coordinates administrative processes for the departmental utility vehicle including appropriate use of procedures, training of staff, and service and maintenance of the vehicle. â‹
Provides logistical and administrative support for the planning and implementation of office events including New Student Conferences and Howdy Week. Supports the New Student Conference Committee by sending reminders, attending meetings, and keeping and distributing minutes. Coordinates the schedules for shuttles during the New Student Conference. Coordinates the resource tables, including application of the participant policies and procedures; serves as the main point of contact for university-wide participants, notifying them of dates, times, and locations of conferences, as well as space needs and troubleshooting on their behalf.
Coordinates bid for Promotional Items for New Student Conference student and family attendees. Orders supplies/apparel for programs. Provides support to the Family Registration process. Oversees the preparation of NSC student and guest nametags. Provides on-site support as needed. â‹
Coordinates the Annual Budget. Maintains records of office expenses for multiple accounts. Makes and processes purchases for the office and New Student Conference programs. Researches, compiles, and applies information for the annual budget reports and presentations, making evaluative judgments on appropriate data to use. Creates, maintains, and retains files related to expenses and budgeting procedures. Coordinates cash payments and deposits, and reconciles multiple accounts. Creates invoices for advertisers and follows up for payment. â‹Perform other duties as assigned. â‹
Serves as a representative on Department, Division, and University committees and task forces, at events, and to department stakeholders as assigned. Serves as a Building Proctor within the Office of the Dean of Student Life . Professional and administrative staff are expected to volunteer to assist other program areas within the department. Advances the philosophy of multiculturalism and actively promotes diversity in staffing, programming, and student leadership within the department and University.
Note to Applicants: cover letter, resume and professional references are strongly encouraged.
Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.
Internal Number: R-007605
About Texas A&M University
Texas A&M University is dedicated to the discovery, development, communication, and application of knowledge in a wide range of academic and professional fields. Its mission of providing the highest quality undergraduate and graduate programs is inseparable from its mission of developing new understandings through research and creativity. It prepares students to assume roles in leadership, responsibility, and service to society. Texas A&M assumes as its historic trust the maintenance of freedom of inquiry and an intellectual environment nurturing the human mind and spirit. It welcomes and seeks to serve persons of all racial, ethnic, and geographic groups, women and men alike, as it addresses the needs of an increasingly diverse population and a global economy. In the twenty-first century, Texas A&M University seeks to assume a place of preeminence among public universities while respecting its history and traditions.