Police Administrative Coordinator I

Police Administrative Coordinator I

Agency: Texas A&M University at Galveston

Job Location: Galveston, Texas

Job Type: Staff

Salary: $3,750 monthly

Job Description

A Glimpse of the Job

The Police Administrative Coordinator I coordinates advanced administrative, records, communications, and operational support for Police operations. The position exercises discretion and independent judgment in handling confidential records, coordinating department workflows, supporting police communications and dispatch-related functions, administering parking and vehicle-use processes, and preparing reports, documentation, and operational materials for the department.

Essential Duties and Tasks

Administrative Operations and Police Support

• Coordinates administrative support functions for Police operations and daily office activities.
• Maintains the security of the Police Office Suite by greeting visitors, managing access, scheduling appointments, and directing inquiries appropriately.
• Prepares correspondence, operational reports, special reports, meeting materials, and other department documents.
• Maintains confidential records, files, references, and resource materials in accordance with university and departmental requirements.
• Coordinates office supplies, forms, permits, and related administrative materials needed for police operations.
• Monitors office procedures and recommends process improvements to support efficient and compliant operations.

Communications and Dispatch Support

• Answers, screens, and prioritizes incoming telephone calls and communications for the department.
• Receives and relays information from callers, campus stakeholders, officers, and emergency service partners using established departmental procedures.
• Maintains communication logs and other operational records needed to support police response and follow-up.
• Monitors department communication channels, alarms, and related notifications and promptly communicates information to appropriate personnel.
• Notifies supervisors or on-call personnel of incidents and assists with communication flow during routine and urgent situations.
• Provides dispatcher-related administrative support as assigned

Parking, Vehicle, and Training Records Administration

• Coordinates the delivery and distribution of time-sensitive parking program materials.
• Maintains parking records and produces reports on outstanding and paid citations, permits, and related activity.
• Stores, issues, and tracks parking permits and associated materials.
• Manages required training records and documentation for campus employees who drive university vehicles.
• Maintains related records to support compliance, audit readiness, and operational reporting.

Compliance, Reporting, and Records Review

• Produces recurring and ad hoc reports for Police leadership and other authorized stakeholders.
• Assists officers and supervisors by researching university records and compiling information needed for follow-up, background review, or administrative action.
• Supports records retention, documentation accuracy, and compliance with university procedures, public safety requirements, and other applicable guidelines.
• Serves on committees or workgroups such as parking or other campus public safety-related committees, as assigned.

Customer Service, Team Coordination, and Other

• Provides daily office support activities for campus security and police operations.
• Coordinates with campus departments, students, employees, and external agencies to obtain or share information consistent with department procedures.
• May assign routine security record checks or related administrative follow-up to appropriate personnel as directed.
• Performs other duties as assigned by the Chief of Police and approved by the appropriate supervisor.
• Other Job duties as assigned

What You Need to Know

• A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.
• Required Education and Experience: Bachelor's degree or equivalent combination of education and experience. Two years of experience in office administration, records coordination, communications support, or related work.
• Licenses and Certifications: Must obtain Texas Commission on Law Enforcement (TCOLE) Telecommunicator license within one year of employment.
• Preferred Qualifications: Experience supporting a police department, campus public safety office, emergency communications environment, or other high-volume confidential office. Experience with records management, parking administration, citation tracking, scheduling, or operational reporting.
• Knowledge, Skills, and Abilities: Ability to multitask and work cooperatively with others. Strong interpersonal, verbal, and written communication skills. Ability to exercise sound judgment and maintain confidentiality with sensitive information. Knowledge of word processing, spreadsheet, database, and presentation applications. Planning, organization, and records management skills. Ability to remain calm, organized, and responsive in time-sensitive situations.
• Other Requirements and Factors: This position is security sensitive. This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules, and procedures. All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements. May work beyond normal business hours or on weekends as business needs require.

Who We Are

We are the ocean campus of Texas A&M University at Galveston. Our employees come from throughout the world, with many different perspectives, talents, lived experiences, and interests. Aggies by the Sea promote a welcoming and highly productive work environment. We support the university's goals to recruit and retain a quality workforce and encourage life-long learning practices. We will do our part to assist you in your new position and encourage you to take advantage of training and development opportunities that are available to help you be successful.

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.