Administrative Coordinator I

Administrative Coordinator I

Agency: East Texas A&M University

Department: Purchasing

Job Type: Staff

Job Description:

The Administrative Coordinator I, under general supervision, provides routine administrative support work.

ETAMU is a fast-growing public university with a strong reputation for academic excellence, research innovation, and student success. With over 140+ degree programs, a 20:1 student-to-faculty ratio, and nationally ranked online and graduate programs, ETAMU is committed to transforming lives through quality education. Our employees benefit from a collaborative community, cutting-edge research opportunities, and outstanding resources.

Duties & Responsibilities:

• Serves as administrative assistant to the Executive Director, Business Services & CPO and the department as a whole, by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining calendars, preparing and proofreading correspondence, reports, and other documents, organizing and maintaining paper and electronic filing systems, initiating recurring administrative processes, and coordinating projects.
• Provides high-level administrative support to the Executive Director, Business Services & CPO and the department by managing calendars, coordinating meetings and travel, preparing complex correspondence and reports, overseeing document workflows, and ensuring the effective management of both electronic and physical records.
• Manages front-office operations by overseeing reception activities, independently responding to inquiries, and ensuring accurate communication of departmental policies, procedures, and information to faculty, staff, students, and external partners.
• Receives, sorts, and routes mail and performs other mail services
• Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, asset numbers, furniture, office supplies and equipment. Determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process. May deliver, pick up, or receive cash payments, documents, supplies, equipment, or materials.
• Reviews and approves requisitions for goods and services, exercising delegated purchasing authority as a junior buyer and participating in the development and delivery of training sessions for departmental buyers.
• Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and overseeing the event as it occurs.
• Assists with employment processes by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, entering required information into the applicant database, preparing position authorization forms and personnel action forms and monitoring their approval, and assisting new employees with processes associated with employment.
• May serve as a liaison for departmental equipment and service contracts. May participate in the hiring training, and supervision of student workers and other support staff.
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
• Provide excellent customer service.

Minimum Requirements:

• Education: Bachelor's degree or equivalent combination of education and experience.
• Experience/Knowledge/Skills: Two (2) years of related experience. Knowledge of word processing, spreadsheet, and database applications. Effective verbal and written communication skills.
• Ability to: Ability to multitask and work cooperatively with others. Ability to work with sensitive information and maintain confidentiality.
• Physical Requirements: None
• Other Requirements: None

Preferred Education / Skills/ Experience:

Prior experience in higher education. Knowledge of FAMIS, Emburse, AggieBuy (or other JAGGAER-powered applications), Canopy, and East Texas A&M University, policies and procedures.

Supervision of Others:

Student workers and graduate assistants.

Why Work at East Texas A&M University?

Competitive Benefits & Work-Life Balance:

• Employee tuition assistance for master's and doctoral programs.
• Comprehensive benefits package including health, dental, vision, life, and long-term disability insurance.
• ETAMU contributes to employee health and basic life insurance premiums.
• 12-15 days of annual paid holidays, plus up to eight hours of paid sick leave and vacation each month.
• Automatic enrollment in the Teacher Retirement System of Texas (TRS), with optional additional retirement plans (ORP).
• Physical wellness program and wellness release time for eligible employees.

Career Growth & Development:

• Access to cutting-edge research opportunities at a designated R2 Research Institution.

Academic Excellence:

• ETAMU is ranked among the top 30% in five online degree programs and offers national recognized academic programs.
• Over 140 degree programs, including nationally ranked online and graduate options.
• First accredited institution to offer a competency-based bachelor's degree in criminal justice.
• Distance education offerings in Corsicana, Dallas, Frisco, McKinney, Mesquite, Bryan, and online.

State-of-the-Art Facilities:

• Work in advanced facilities such as the 113,470-square-foot Nursing and Health Sciences Building, featuring a state-of-the-art simulation hospital and a 1,300-acre agricultural research farm.

Vibrant Campus Life:

• Engage with over 95 student organizations and 14 NCAA Division I athletic teams, contributing to a thriving campus community.

Prime Location & Growth:

• Enjoy the benefits of working in rapidly growing regions, with abundant career opportunities at six locations across Dallas and Northeast Texas.

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.