Administrative Coordinator I

Job Title
Administrative Coordinator I

Agency
Texas A&M University

Department
Global Engagement

Proposed Minimum Salary
$4,230.08 monthly

Job Location
College Station, Texas

Job Type
Staff

Job Description

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 experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

What We Want

The Department of Global Engagement is seeking a highly organized and adaptable Administrative Coordinator who will provide critical support to the office, demonstrating strong administrative experience, exceptional communication skills, and sound decision-making judgment. The position requires advanced proficiency in office software, the ability to manage multiple tasks in a fast-paced environment, and a professional, collaborative approach when engaging with various stakeholders.

Who We Are

The Department of Global Engagement strategically aligns several critical internationally focused units bringing together Education Abroad, Global Partnership Services, and International Student and Scholar Services. As a hub of resources and partnerships, Global Engagement fosters the University's commitment to solving the world's most pressing problems through a focus on transformational international education and research that serves our local communities and the world at large.

What You Need to Know

Salary: $50,760.96

Special Instructions: A cover letter, resume, and contact information for three professional references (to include at least one previous supervisor) are strongly recommended. You may upload all three on the application under CV/Resume or upon answering the questionnaire you may attach the documents.


Qualifications

Required Education and Experience

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

Preferred Qualifications

• Experience in planning, coordinating, and executing events of varying scale, including managing logistics, vendor relationships, budgeting, and on-site operations.

Knowledge, Skills, and Abilities

• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.
• Demonstrated ability to make sound, informed decisions and exercise independent judgment while managing complex or ambiguous situations with minimal supervision.
• Ability to load and transport materials needed for hosting events and programs, which may include lifting and setting up heavy equipment.

Responsibilities

Event Planning and Coordination

• Plans, organizes, and assists with the execution of events such as student programs, faculty development programs, workshops, awards ceremonies, board meetings, and international delegation visits.
• Coordinates logistics which could include venue booking, catering, marketing, and registration.
• Maintains records and processes for event planning.
• Manages contracts and pays invoices for events and programs.
• Serves as the primary point of contact for event participants and partners.
• Provides on-site support for major events and programs.
• Conducts post-event surveys and/or assessments to gather feedback from stakeholders to inform planning processes and program outcomes.
• Assists with flag reservations, delivery, set-up, and takedown.

Administrative Support

• Provides administrative support for the Executive Director.
• Coordinates travel arrangements, prepares expense reports, and assists with budget maintenance.
• Reviews calendars and coordinates the preparation of agendas for meetings and presentations.
• Reviews documents and prepares reports.
• Analyzes requirements for projects or initiatives and writes project summaries.
• Drafts official communication on behalf of the Global Engagement Department and Executive Director.
• Assists the Senior Administrative Coordinator/Executive Assistant as needed with various administrative tasks for the Global Engagement Department and the Associate Vice President.

Office Management

• Provides front office reception support and serves as the front-line individual to greet guests, answer phone lines, monitor shared email accounts, sort and distribute mail, and direct questions to the appropriate individuals.
• Performs business functions such as coordinating the inventory and ordering of supplies and equipment, processing work orders, submitting purchase orders, billing, and maintenance of files and records.
• Coordinates student worker schedules and front-desk coverage.
• Hires, trains, and supervises student workers.
• Monitors office procedures and ensures adherence to said procedures.
• Develops, evaluates, and also makes recommendations for process improvements, administrative changes, or new initiatives

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 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

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.