Administrative Coordinator I

McAllen, TX

Full time

R-097654

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Undergraduate Recruitment

Proposed Minimum Salary

Commensurate

Job Location

McAllen, Texas

Job Type

Staff

Job Description

What We Want

We are seeking a highly organized, dependable, and student-focused professional to serve as an Administrative Coordinator I supporting Undergraduate Recruitment at Texas A&M University at our Rio Grande Valley Regional Prospective Student Center in Pharr, Texas. The ideal candidate will bring strong attention to detail, excellent communication and customer service skills, and the ability to effectively manage multiple priorities in a fast-paced environment. We want someone who is proactive, collaborative, adaptable, and committed to creating a welcoming and positive experience for prospective students, families, school counselors, and campus partners in the Rio Grande Valley. This individual should demonstrate professionalism, sound judgment, initiative, and a genuine passion for supporting recruitment efforts and helping students navigate their journey to becoming an Aggie.

What You Need To Know

Salary: Commensurate (based on selected hire’s qualifications).

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Qualifications

Required Education and Experience

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

• Two years of experience in office administration.

Preferred Qualifications

• Bilingual Spanish and English.

• Knowledge of Microsoft Office products.

• Ability to develop and make presentations.

• Ability to design, develop, conduct, and assess effective programs.

• Demonstrated proficiency in Microsoft Word, Excel, Outlook and Adobe Acrobat.

• Strong proofreading skills including attention to detail.

• Knowledge and understanding of FERPA.

Knowledge, Skills, and Abilities

• Must possess strong organization skills.

• Working knowledge of standard office equipment and computers.

• Ability to work well with a student population.

• Ability to use word processing and spreadsheet programs.

• Ability to work as a team member in a dynamic organization, possessing a positive attitude and is customer- service oriented.

• Must be literate in the English language and able to comprehend and follow both written and verbal instructions.

• Ability to perform accurately in a detail-oriented environment with good interpersonal communication skills. Ability to work well under pressure in a team environment.

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

Essential Duties/Tasks

Administrative Support

• Participates in the planning and execution of administrative operations.

• Monitors and facilitates daily office activities.

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

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

• Assists in implementing operating practices.

• Assists in problem solving for office operations.

• Serves as point of contact for office regarding admissions and services.

• Responds to non-routine information requests.

• Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies and procedures. Refers inquiries to proper staff members as necessary.

• Maintains center staff calendar and schedules appointments.

• Coordinates office records retention and maintains reference materials.

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

• Analyzes requirements for projects or initiatives.

• Performs special analyses and project summaries.

• Prepares reports utilizing databases and presentation software.

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

• Makes evaluative judgments on appropriate data to use.

• Serves as primary or backup administrative support to assigned functional areas.

Travel & Events

• Provides administrative support for specialized activities and projects.

• Plans and provides logistical and administrative support for events, specifically with the coordination of student meetings and programs, including but not limited to, arranging for charter buses, program facilities, travel arrangements, and student notification and registration for events.

• Also may be required to keep and maintain records of events and programs and compilation of data and/or reports.

• Prepares presentation and communication materials.

• Makes travel arrangements and prepares itineraries for center staff as necessary.

• May be required to prepare travel reimbursement paperwork and/or compile paperwork for processing and reimbursement by main campus.

• Reserves university vehicle for counseling staff; ensures vehicle(s) are maintained and that all related paperwork, including mileage logs, are submitted to main campus in a timely manner.

Office Support

• Maintains office supply inventory.

• Makes office supply and program-related purchases for the center, following purchasing procedures and guidelines.

• Maintains campus brochure inventory supply; maintenance of storage area supplies/promotional items.

• Turns in invoices and receipts as necessary following guidelines.

• Monitors budget and expenditures.

• Assists with preparation of programming budget requests and proposals.

• Ensures the confidentiality of mail, correspondence and reports.

• Requests services such as mail, pick-up and delivery, printing and equipment maintenance.

Communications

• Composes correspondence and assists in the preparation of reports, publications, and presentations, including editing and proofreading.

• Is responsible for coordinating the preparation and distribution of mail outs.

Liaison

• Serves as liaison to main campus office regarding telecommunications, equipment inventory, invoices, lease or space concerns, etc.

• Serves as contact person and liaison with building manager regarding any office repairs, security, and other facility/space concerns.

Who We Are

The Office of Undergraduate Recruitment handles freshman, transfer, international, and other prospective students who wish to apply to Texas A&M University. The office is also responsible for recruiting and enrolling an academically prepared student body. In addition, Undergraduate Recruitment 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.

Why Texas A&M University?

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.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.

• 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

• Automatic 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

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.

Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 74,000 and nearly 14,000 faculty and staff.The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special.From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here!Equal Opportunity/Veterans/Disability Employer.

If you need assistance in applying for this job, please contact (979) 845-5154.

Useful Links:

• Benefit Programs (https://www.tamus.edu/business/benefits-administration)

• Retirement

• Employee Discount Program (https://livingwell.tamu.edu/perksconnect)

• Flexible Spending Accounts

• University Holidays (https://www.tamus.edu/hr/holiday/)

• Legal Statements

• New Employee Onboarding (https://service.tamu.edu/TDClient/45/Portal/Requests/ServiceCatalog/Category/157/Recruiting-Welcoming-Onboarding)

• Prospective Employees

• Safety and Security Notices (https://orec.tamu.edu/clery/annual-security-report/)

• Training and Development

• USERRA (https://www.dol.gov/agencies/vets/programs/userra)

• Nondiscrimination Notice