Front Desk Operations

Job Title Front Desk Operations

Agency

Department

Proposed Minimum Salary

Job Location

Job Type

Job Description

What We Want

The Graduate and Professional School is seeking an Administrative Coordinator to oversee front desk and office operations while serving as a primary point of contact for students, faculty, staff, and visitors. The ideal candidate is highly organized, customer service-focused, and proactive, with the ability to manage multiple priorities, coordinate administrative processes, supervise student employees, and support a welcoming and efficient environment that advances the mission of the Graduate and Professional School.

What You Need To Know

Salary: $50,000.00-$55,000.00/annually (based on selected hire’s qualifications)

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Other Requirements and Factors:

• Work beyond normal business hours, some evenings and/or weekends may be required for special events.

Qualifications

Required Education and Experience:

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

• Three years of experience in office administration.

Preferred Qualifications:

• Bachelor’s degree in business administration, higher education, or a related field.

• Five or more years of progressively responsible administrative experience in a higher education or academic setting.

• Experience supporting executive-level leadership or managing complex office operations.

• Familiarity with Texas A&M University systems and tools, including Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy.

• Experience with event planning, project coordination, or student services.

Knowledge, Skills, And Abilities:

• Ability to effectively communicate both orally and in writing.

• Strong interpersonal and organizational skills.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Ability to work independently and collaboratively with diverse teams.

• Skilled in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Knowledge of university administrative procedures, policies, and compliance standards (e.g., FERPA).

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Skilled in coordinating meetings, events, and travel logistics.

• Ability to learn and utilize enterprise systems such as Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy.

• Strong attention to detail and accuracy in data entry, documentation, and reporting.

Physical Requirements:

• Ability to remain in a stationary position for extended periods while working at a computer or desk.

• Ability to move about the office to access files, equipment, and attend meetings.

• Ability to lift, carry, and transport office or event materials weighing up to 25 lbs. (e.g., boxes of documents, promotional materials, or supplies for meetings and events).

• Ability to operate standard office equipment, including computers, printers, and scanners.

• Ability to travel independently to on-campus and occasional off-campus locations for meetings, events, or training sessions.

Essential Duties/Tasks

• Front Desk Operations, Supervision, & Customer Service Coordination - Coordinate daily front desk operations to ensure consistent coverage and service delivery. Serve as the primary point of contact for walk-in and general inquiries, maintaining a professional and welcoming environment. Coordinate the recruitment, hiring, onboarding, and training of student employees assigned to front desk operations. Provide day-to-day supervision of front desk student employees, including assigning tasks, monitoring performance, and supporting adherence to established procedures and service expectations. Manage scheduling and timekeeping processes for student employees to ensure appropriate coverage. Monitor front desk operations and identify opportunities to improve efficiency and customer service practices. Maintain and update front desk procedures, reference materials, and service guidelines. Escalate complex or sensitive issues as appropriate.

• Facilities, Access & Emergency Coordination - Serve as the primary point of contact for facilities-related requests and operational concerns. Submit, track, and follow up on work orders to support timely resolution of building and workspace issues. Coordinate building access processes, including keyless entry permissions, updates, and record maintenance. Work collaboratively with appropriate units to support facilities-related operations and updates. Assist with the coordination and maintenance of emergency plans, safety protocols, and related administrative documentation to ensure accuracy and compliance. Coordinate and support safety training initiatives for the Graduate and Professional School, including scheduling, communication, and logistical preparation in collaboration with appropriate university offices. Communicate facilities, access, and safety-related updates to appropriate stakeholders.

• Space, Calendar & Resource Coordination - Manage conference room reservations and maintain shared calendar systems to ensure accurate scheduling and efficient space utilization. Coordinate requests for shared spaces, ensuring alignment with operational priorities and availability. Monitor and resolve scheduling conflicts to maintain continuity of operations. Oversee reservations and use of departmental resources, including vehicles (e.g., golf cart), ensuring proper use, availability, and compliance with university guidelines. Monitor the condition of departmental resources, including the golf cart, and coordinate maintenance, repairs, and service needs as appropriate. Maintain and update records related to space usage, reservations, and resource allocation. Maintain and update standard operating procedures (SOPs) and reference materials related to space scheduling, resource coordination, and operational processes to ensure accuracy and consistency.

• Inventory & Technology Resource Management - Maintain inventory of office supplies, equipment, and shared resources, including kitchen and hospitality supplies. Oversee inventory and tracking of departmental technology equipment, including devices available for checkout. Coordinate checkout and return of equipment, ensuring proper documentation and accountability. Monitor equipment condition and availability; coordinate maintenance, replacement, or updates as needed. Serve as a liaison with information technology support teams to coordinate service requests and assist in resolving technical issues. Serve as the point of contact for departmental system access and permissions, including coordination of Adobe Sign user access and shared mailbox permissions (e.g., View email address on aiapply.co) and related access needs. Provide guidance to staff and student employees on established processes for requesting access, submitting service requests, and obtaining technical support; refer issues to appropriate support offices for resolution. Maintain accurate records of inventory, equipment usage, asset tracking, and system access permissions to ensure accountability and compliance.

• Administrative Operations & DPR Responsibilities - Serve as the Department Parking Representative (DPR), managing departmental parking processes and communications. Act as delegated DPR representative for parking validations, including overseeing inventory, distribution, reconciliation, and recordkeeping of parking ticket transactions. Maintain accurate documentation of parking inventory and usage in accordance with university procedures. Serve as departmental delegate for FedEx and shipping-related accounts, including processing and monitoring Internal Department Transfers (IDTs). Support administrative coordination activities, including records management, documentation, and internal communications. Assist in maintaining standard operating procedures (SOPs) and operational documentation. Ensure adherence to applicable institutional policies and procedures.

• Event & Operational Support - Assist with event and operational support activities, including required and mandatory all-hands-on-deck events. Support coordination of logistics, space, materials, and staffing needs to ensure successful execution of events. Provide additional operational support as needed to assist with departmental priorities and high-volume activities.

Who We Are

Texas A&M University's Graduate and Professional School strives to enhance graduate experiences and development of all students, personally and professionally, foster and facilitate interdisciplinary intercollegiate graduate programs and research activities, as well as provide the highest quality support for services to advance creative scholarship and scientific inquiry. Our vision to achieve recognition as a leader in support of graduate education through innovation, exceptional service and commitment to excellence. For more information, please visit our website: grad.tamu.edu.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• 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 leas teight 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

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.