Administrative Coordinator II

Job Title Administrative Coordinator II

Agency

Department

Proposed Minimum Salary

Job Location

Job Type

Job Description

What We Want

Join the heart of Aggieland and help shape the future of Texas A&M! If you're passionate about higher education, thrive in a dynamic environment, and enjoy connecting with students and families, this is your opportunity to make a lasting impact. As the Administrative Coordinator II, you will provide administrative support to the Aggieland Admissions Center and serve as liaison between the Aggieland Admissions Center and Appelt Aggieland Visitor Center with respect to prospective student sessions.

What You Need to Know

Salary: $45,000.00 - $55,550.50 (Compensation will be commensurate to selected hire's experience)

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.

• Three years of experience in office administration.

Preferred Qualifications

• Ability to speak Spanish.

Knowledge, Skills, and Abilities

• Ability to multi-task and work cooperatively with others.

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Interpersonal and communication skills.

• Planning and organization skills.

Essential Duties/Tasks

Administrative & Program Leadership

• Operates as lead administrative support of specialized activities and projects for Aggieland Prospective Student Center.

• Plans and coordinates administrative activities and services.

• Formulates, interprets, and implements office and program management operating practices.

• Researches, interprets, compiles, and responds to inquiries about admissions rules, regulations, policies and office procedures.

• Monitors compliance with policies and procedures.

• Develops, evaluates, and ensures adherence to office procedures.

• Makes recommendations for process improvements, administrative changes, or new initiatives.

• Monitors office procedures to eliminate duplication of effort and to streamline flow of operations.

• Plans and provides logistical support for events, specifically for the coordination of student meetings and programs such as freshman admission sessions, special sessions, game day workshops and recruiting events.

• Analyzes program and project initiatives.

• Monitors project timelines and identifies issues.

• Adapts, recommends and makes improvements to programs.

• Works directly with the Visitor Center to ensure coverage of all on-campus admissions presentations and programs.

• Manages Aggieland PSC front counter.

• Prepares PSC agendas and provides onsite registration.

• Purchases program related materials for the PSC while adhering to purchasing procedures and guidelines.

• Submits invoices and receipts as necessary following admissions guidelines.

• Monitors office & program budget and expenditures.

• Assists with preparation of programming budget request and proposals.

• Creates and distributes Aggieland PSC recruitment schedule, appointment calendar and admission session schedules.

Documentation and Reference Materials

• Prepares and reviews operational and special reports.

• Performs special analyses and drafts project summaries to provide to unit leadership.

• Coordinates office records retention and maintains office procedure documentation.

• Ensures confidentiality and proper distribution of mail, correspondence and reports.

• Oversees inventory campus brochure inventory supply.

• Maintains storage area supplies/promotional items.

• Creates and distributes marketing publications and periodicals.

• Prepares reports using databases and presentation software.

• Researches information, compiles statistics and gathers data in preparation for reports, summaries or replies to inquiries utilizing a variety of database sources.

• Evaluates data and provides appropriate information to unit leadership.

Travel Coordination

• Coordinates travel arrangements and prepares itineraries for PSC staff.

• Prepares travel reimbursements and any other required travel documentation, may assist staff with completing travel reimbursement requests in Concur.

• Assists with the creation of technical procedure for staff to track travel documentation and method of requesting travel reimbursement.

• Reserves university vehicles for PSC staff.

• Maintains security of travel credit cards for staff.

• Ensures all associated documentation is submitted in a timely manner.

Supports Assistant Director

• Serves as personal assistant to the Assistant Director of Admissions.

• Prepares agendas and makes arrangements for committee and staff meetings.

• Reviews and signs documents for Assistant Director.

• Serve as delegate to approve and authorize purchasing requests.

• Attends meetings or committees on behalf of Assistant Director, as needed.

Publications Management

• Work with Embassy and handle inventory and deliveries to Admissions (Koldus) recruiters and the Visitor Center.

• Coordinates payment of all invoices as related to publications.

New Hire Support & Program for Transfer Admission (PTA) Credentials

• Coordinates the scheduling of new hire visits to PSC.

• Assists with training newly hired administrative support staff as well as creating schedules for new regional recruiters.

• Records PTA documents and prepares for processing.​

Who We Are

The Office of Admissions handles freshman, transfer, graduate, international, and other applicant types who wish to apply to Texas A&M University. The office is also responsible for recruiting and enrollment of an academically prepared student body that is geographically and economically varied. In addition, Admissions also offers several opportunities for prospective students and their families to visit campus throughout the year to learn about the rich traditions and culture of Texas A&M University. To learn more about us, please visit our website.

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

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.

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.

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.