Coordinator of Administrative Services

Position Summary The Coordinator of Administrative Services is responsible for coordinating activities and providing supervision in the operation and administration in support of the Division of Student Development. The role involves making complex administrative decisions requiring knowledge of budget and contract management, a wide range of regulations, policies, and procedures, and managing fiscal and administrative activities. Essential Duties and Responsibilities Provides administrative support for the Office of the Vice‑President of Student Development, including the Associate Vice Presidents of Educational Partnerships, Administrative Technology, and Student Services; and manages budget, program coordination, and grant activities such as High School Programs and AmeriCorps grants. Relieves administrators of a variety of internal duties that require a thorough understanding of the College’s and Student Development’s functions, programs, and policies. Plans, organizes, and coordinates administrative operations. Performs monthly account reconciliations for faculty and staff mileage and department time and effort reports, identifying and resolving discrepancies promptly. Manages and coordinates monthly and quarterly account manager reports for the division. Researches and explores current and new software applications to aid the department. Maintains and develops forms and processes. Coordinates the recording of financial transactions with responsible parties. Provides exceptional customer service with a high degree of tact, technical knowledge, and confidentiality. Coordinates the collection of information or preparation of abstracts, reports, proposals, operations and procedure manuals, and other written material. Analyzes and prepares tables, graphs, and charts for management or presentations on departmental or divisional activities. Serves as a liaison with other departments on policies, procedures, and practices. Plans, supervises, and schedules the work of assigned staff. Manages the routine and non‑routine administrative functions and correspondence. Manages calendar and independently schedules appointments for the assigned supervisor. Composes, reviews, and distributes confidential and complex correspondence, memos, reports, and requisitions to internal and external contacts. Reports to a top‑level administrator of the College. Makes judgments and decisions to keep the office functioning smoothly in the absence of a supervisor. Oversees and processes purchase requisitions, orders, travel requests, and reimbursements. Monitors expenditures and income against budgets, maintains accurate accounting ledgers, and facilitates account reconciliations. Coordinates and arranges meetings, conferences, and committee meetings. Supports divisional events as needed. Provides timely responses to requests received by the office. Responds independently within scope of responsibility. Ensures compliance with all applicable laws, policies, and procedures. Completes required training and professional development sessions sponsored by Texas Southmost College. Supports the College’s values: service, integrity, innovation, excellence, community, and accountability. Attends the workplace regularly and reports to work punctually. Completes duties in compliance with college standards, policies, and guidelines. Promotes positive morale, teamwork, and customer service to students, faculty, and the community. Uses interpersonal skills and sound judgment to manage duties and responsibilities among coworkers and staff. Supports the College’s strategic plan and institutional effectiveness model. Will work evenings, holidays, or weekends as needed. Performs other duties as assigned. Required Knowledge and Skills Strong commitment to the mission of the community college. Ability to maintain a scheduled work schedule. Maintain high confidentiality of work‑related information. Strong attention to detail, high accuracy, and solid organizational skills. Ability to handle multiple complex assignments and projects. Proficiency with e‑mail, word processing, spreadsheets, databases, and presentation software; use of the Internet to access data, generate reports, and communicate. Ability to interact effectively with administration, staff, faculty, students, and community. Excellent written and verbal communication; ability to define problems, collect data, establish facts, draw conclusions, and present information. Ability to prioritize, organize, and complete multiple tasks within stated deadlines. Teamwork and customer‑service focus. Excellent problem‑solving skills and creative application across issues. Conflict resolution and positive outcomes. Adaptability to constant change and fast‑paced environments. Required Education and Experience Associate’s degree from an accredited university. Five years of progressive administrative experience. Experience with contracts, proposals, agreements, and budget management. Excellent customer service and interpersonal skills. Proficiency with word processing, spreadsheet, and presentation software. Strong organizational skills. Preferred Education and Experience Bachelor’s degree from an accredited university. Eight years of progressive administrative office experience, including at least two years in a comprehensive community college. Experience handling and prioritizing multiple job assignments simultaneously. Experience with Colleague ERP system. Physical Demands The position requires frequent standing, occasional walking, sitting, and use of hands for handling objects; reaching, climbing, stooping, kneeling, crawling, talking, hearing, tasting, and smelling. The employee may need to lift up to 10 pounds regularly and up to 25 pounds occasionally. Specific vision abilities required include close, distance, color, peripheral, and depth vision, and the ability to adjust focus. Work Environment The employee works near moving mechanical parts, occasionally exposed to electrical shock, with a moderate noise level. Reasonable accommodations are available for disabilities. Disclaimer The duties listed are intended only as illustrations. The omission of specific statements does not exclude them from the position if the work is similar or related. The job description does not constitute an employment agreement and may change at the employer’s discretion. Equal Employment Opportunity Texas Southmost College does not discriminate on the basis of race, color, sex, national origin, religion, gender, disability, age, or military status and provides equal access to services and programs. #J-18808-Ljbffr