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Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Memorial Student Center Student Programs

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Who we are

MSC Programs engages students in purposefully designed campus programs and service opportunities that prepare them to be global leaders. We achieve our mission through a commitment to strong student/staff partnerships and intentional learning opportunities that empower students to lead - entrusting them with program success and fostering authentic engagement that advances their post-collegiate impact.

For more information, please visit us at https://mscprograms.tamu.edu/ .

What we want

The Administrative Coordinator is responsible for providing essential support for our international initiatives. The ideal candidate will excel in managing administrative tasks, coordinating international travel logistics, and maintaining accurate records. Flexibility and the ability to handle a variety responsibilities are key in this dynamic role.

What you need to know Salary: $45,000/Annual Cover Letter/Resume’: A cover letter and resume’ are strongly recommended. You may upload these documents on the application under CV/Resume.

Position Details: Occasional work beyond regular business hours for meetings with student groups. Annual domestic travel with students is a required component of the position.

Qualifications

Required Education and Experience

• Bachelor's degree or equivalent combination of education and experience

• Two years of experience in office administration

Required Knowledge, Skills, and Abilities

• Working knowledge of spreadsheet and word processing software programs, interpersonal and communication skills

• Keyboarding skills

• Ability to multi-task and work cooperatively with others

Preferred Qualifications

• Bachelor’s degree in humanities or social science, student affairs, student development or related field

• Two years’ experience in student affairs work or related specialty area with a bachelor’s degree

• One years’ experience in student affairs work or related specialty area with a master’s degree

• Previous experience in providing administrative support to international programs

Responsibilities

Administrative Support

• Provides administrative coordination and support to the Assistant Director for the L.T. Jordan Institute, one Program Manager I, one Program Coordinator I, and one graduate assistant including support for advised student committees and organizations under their purview

• Prepares complex technical and confidential reports and drafts contracts

• Verifies records, ensuring completeness and accuracy

• Develops office procedures including complex or specialized functions

• Composes routine correspondence and attends meetings on behalf of the Assistant Director

• Produces and compiles correspondence in final form while maintaining online materials

• Manages daily office operations

• Provides phone coverage, evaluates incoming mail, correspondence, and inquiries, distributing and instructing on action items needed

• Maintains equipment and supply inventories

• Contributes to MSC Programs department meetings, as well as division staff meetings

• Adheres to University policy and procedures

• Participates on various university and division standing and ad hoc committees as assigned and assumes responsibility for specific projects for the Department and/or Division of Student Affairs as requested

  International Travel Support

• Coordinates travel arrangements for department and committee programs involving international travel. Initiates and supports planning, coordination, and travel itineraries

• Generates schedules for deposits for trip payments and dues

• Coordinates foreign travel in keeping with University and federal international procedures regarding student internships and travel abroad programs and risk management procedures

• Works closely with staff at the Education Abroad Office regarding insurance and ensuring travel safety measures abroad and provides risk information for CIRT through Education Abroad

• Oversees training and support of full-time staff embarking on international travel, serving as emergency contact during students’ international travel, and resolving non-routine administrative problems

  Record Keeping

• Coordinates the maintenance of records and supports programmatic functions which may include the authorization of purchases, financial transactions, currency conversion management, and payment collection and deposits

• Verifies records, ensuring completeness and accuracy

• Utilizes Aggie Buy and CONCUR and manages Business Travel credit cards and TAMU purchasing cards

• Generates deposits for trip payments and dues

• Coordinates the maintenance of confidential records and files on all programs

• Maintains reference materials on videos, books, and periodicals

  Security and Tours

• Manages daily access and security for the Jordan Collection, appropriately securing the office and manning the alarm system for the Jordan Collection room

• Follows Risk Management procedures regarding security of the Jordan offices and Collection room

• Serves as representative of the Assistant Director for receiving visitors and callers

• Conducts individual and group tours of the Jordan Collection to groups and/or international guests

  Supervision

• Assists in supervising and coordinating the schedules for L.T. Jordan student workers

• Trains student workers in technical support regarding administrative services and procedures, services, and programs directly related to L.T. Jordan Institute and supported student committee executives

  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, (https://www.tamus.edu/benefits/medical/) prescription drug, dental, (https://www.tamus.edu/benefits/dental/) vision, life and AD&D, (https://www.tamus.edu/benefits/life-add/) flexible spending accounts, and long-term disability insurance (https://www.tamus.edu/benefits/long-term-disability/) with Texas A&M contributing to employee health and basic life premiums

• 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays

• Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html) and at least eight hours of paid vacation (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) each month

• Automatically enrollment in the Teacher Retirement System of Texas (https://www.trs.texas.gov/Pages/Homepage.aspx)

• Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

• Professional Development: All employees have access to free LinkedIn Learning (https://linkedinlearning.tamu.edu/) training, webinars, and limited financial support to attend conferences, workshops, and more

• Educational release time and tuition assistance (https://livingwell.tamu.edu/employee-tuition-assistance) for completing a degree while a Texas A&M employee

• Living Well, (https://livingwell.tamu.edu/) 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 (https://www.tamu.edu/about/coreValues.html) 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/Affirmative Action/Veterans/Disability Employer.