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Administrative Coordinator I -TAMU Internal Only

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Posting Details

Position Information

Position Title Administrative Coordinator I
Posting Title Administrative Coordinator I -TAMU Internal Only
System Member Institution/Agency TEXAS A&M UNIVERSITY (TAMU)
Department DEAN OF FACULTIES / 02-137900
Posting Number S00056FY18
Salary Commensurate
Pay Basis Annually
Job Close Date
Geographic Location College Station
Budget Type Budgeted/Benefits - Full-Time
Is this position restricted by the Patriot Act? No
Is this position D.O.T. regulated? No
EEO AA Statement

The Texas A&M System is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

Position Summary Information

Job Summary

The Administrative Coordinator I, under general supervision, provides administrative support for a unit or specialized activity.

Required Education and Experience

Bachelor’s degree or equivalent combination of education and experience. Two years experience in office administration or project management.

Preferred Education and Experience

Bachelor’s degree. More than two years experience in office administration or project management. Administrative support experience in higher education.

Required Licenses, Certifications, or Registrations

None

Preferred Licenses, Certifications, or Registrations

Certified Administrative Professional (CAP) or similar certification.

Required Special Knowledge, Abilities, and Skills

Working knowledge of spreadsheet, presentation and word processing software programs. Interpersonal and communication skills and ability to plan and organize effectively. Good writing skills. Requires ability to multi-task and work cooperatively with others.

Preferred Special Knowledge, Abilities, and Skills

Advanced knowledge of Excel, Power Point, word processing and other similar or related software programs. Database experience. Excellent writing skills.

Other Requirements or Other Factors

None

Preferred Other Requirements or Other Factors

None

Detailed Job Duties

Duties Performed

Ensure the receipt, log-in, and processing of incoming and outgoing mail which is of a highly confidential nature. Work with Assistant Dean to develop office procedures. Also to evaluate and ensure adherence to office protocols and procedures. Coordinate and provide oversight of office assistants working the reception desk. Responsible for ensuring office assistants are receiving visitors properly and using proper telephone etiquette. Provide information and referrals. Coordinates office meetings and communications to staff. Supports Faculty Affairs Coordinators as required by assisting in data collection, distribution of materials, communications with external constituencies, preparation of materials, databases, forms and other documents as required. This includes, but is not limited to Distinguished Professor events, Faculty Development Leave, Awards, Grievances, CAFRT, Retirement Dinner, New Academic Leaders Orientation, Association of Former Students matters, New Faculty Orientation and aid with Tenure and Promotion process as needed. Records retention management. Assist with updating internal guidelines. Assists in preparing presentations and displays for projects, special events, and meetings. Maintain the Dean of Faculties email account and forward incoming messages to appropriate personnel. Assist in maintaining Inventory of office supplies and coffee/water service items and place order as needed. Office copier administrator. Serve as liaison for equipment maintenance and supplies, coffee service, with vendors.

Duties Performed

Provides coordination and administrative support to Dean of Faculties staff in planning, implementing and promoting special events and programs. While this position will assist in coordinating all events & programs, the main coordinating focus will be on projects/programs/initiatives related to new faculty orientation and other special events and initiatives for new faculty.

Duties Performed

Perform other duties as required.

Duties Performed

Provide advanced and complex administrative support for the Dean of Faculties. Will also provide support for the Associate & Assistant Dean of Faculties. Conduct research, gather information, and provide reports as needed in support of the Dean of Faculties. Coordinate travel for Dean of Faculties, Associate Dean, & Assistant Dean including making travel arrangements, coordinating itineraries, and coordinating expense reports. Coordinate travel for visiting faculty and administrators as needed. Maintain calendar for Dean of Faculties, Associate Dean, and Assistant Dean. Responds to non-routine information requests on behalf of Dean of Faculties, including researching, compiling, and making evaluative judgments on appropriate information to use. Assists in monitoring and resolving, sensitive and confidential administrative matters. Maintain confidentiality as appropriate. Facilitate meeting logistics for Dean of Faculties leadership and provide back-up support for affiliated committees including scheduling, reservation of meeting space, acquisition of necessary audio/video equipment and refreshments. Will also prepare presentations for meetings as needed. Serve as resource in interpreting and communicating University Policies and procedures in relation to travel and accounts payables.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you see this position advertised?
    • The Chronicle of Higher Education
    • HigherEd Jobs
    • Workplace Diversity
    • Work in Texas
    • Higher Education Recruitment Consortium (HERC)
    • Job Fair
    • GettingHired.com
    • RecruitMilitary.com
    • This Website
    • Other
  2. If you selected Other, please let us know where you saw the position advertised.

    (Open Ended Question)

  3. * Are you currently employed by Texas A&M University (02-Adloc)?
    • Yes
    • No
  4. * Do you have a working knowledge of spreadsheet, presentation and word processing software programs?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Curriculum Vitae
  2. Transcript
  3. Other Document 1
  4. Other Document 2
  5. Other Document 3