Administrative Coordinator II

Job TitleAdministrative Coordinator II Agency Texas A&M University Department Vice President For Student Services Proposed Minimum Salary$4,166.67 monthly Job LocationCollege Station, Texas Job TypeStaff Job Description Who We Are In support of the Texas A&M University mission, the Division of Student Affairs actively contributes to student learning and development. We provide exceptional services, programs, and facilities that create a supportive campus environment where students feel a sense of community to deepen the understanding and individual application of the Aggie Core Values Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service. The Office of the Vice President for Student Affairs (OVPSA) serves and supports 13 departments within the Division of Student Affairs that are critically engaged in all aspects of students lives and the delivery of key services and support. We work with departments to create environments that help students grow, develop, learn, and enhance the quality of their lives by providing opportunities for students to experience education and explore interests beyond the classroom. What We Want The Office of the Vice President for Student Affairs is seeking a highly organized individual to serve as Administrative Coordinator II and provide essential administrative support to our office. This position plays a vital role in coordinating office operations, managing communications, supervising student workers, and ensuring the smooth execution of projects and activities. We are looking for someone who excels at multitasking, has strong written and verbal communication skills, and is adept at using technology to enhance office processes. If you have a background in office administration, a keen eye for detail, and enjoy working in a fast-paced environment where you can contribute to the overall success of our team, we invite you to apply and be considered for this exciting opportunity. What You Need To Know Salary: Starting at $50,000/annually Special Note: A cover letter and resume are strongly encouraged. You may upload them on the application under the CV/Resume section. Responsibilities Administrative Support Coordination Serves as the primary receptionist for the office, greeting visitors, informing staff of appointments, and directing inquiries appropriately. Plans and coordinates administrative activities and services for the office, including mail distribution, office supply inventory, and special orders to meet operational needs. Develops and maintains phone rosters and assists with front desk training for student assistants. Maintains conference room calendars and assists with calendars of leadership when needed. Coordinates and schedules use and training of office resources, including the OVPSA golf carts. Serves as the primary contact for maintenance requests, keyless entry access, security cameras, and phone lines, coordinating all related communications and actions for the department. Communication, Correspondence, and Filing Prepares all letters, including condolence letters for leadership signature; manages electronic filing and document scanning to Laserfiche. Receives, coordinates, and routes alcohol beverage request forms and other approvals for leadership. Handles correspondence, manages the offices mail log, and ensures timely distribution of incoming and outgoing mail. Supervision Responsible for the hiring, supervision and evaluation of student workers who assist in OVPSA. Develops schedule for coverage of the front desk in OVPSA suite and assigns projects as necessary. Manage students to maintain a professional and confidential office environment with regard to visitors, mail, correspondence, phone calls and reports. Inventory and Office Management Maintains inventory and orders all office, stationary, coffee, and beverage supplies; coordinates special orders to accommodate office needs. Ensures conference rooms are equipped and ready for meetings. Process Improvement, Compliance, and Policy Implementation Monitors office procedures, recommends improvements, and ensures adherence to protocols. Coordinates office records retention and maintains reference materials. Ensures compliance with relevant guidelines, policies, and regulations. Stakeholder Engagement and Support Provides initial intake for student funding requests and refers inquiries to appropriate departments across campus. Consults with division offices and departments on best practices and processes related to administrative and reception functions. Special Projects Assists with special projects such as updates to the Student Worker Manual and the State Employee Charitable Campaign coordination for Student Affairs. Qualifications Required Education & Experience: Bachelor's degree or equivalent combination of education and experience. Three years of experience in office administration. Preferred Qualifications: Strong written and verbal business communication skills, including experience preparing professional correspondence, reports, and meeting minutes. Advanced skills in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other productivity software. Ability to identify and implement process improvements using electronic tools and technologies. Experience with artificial intelligence (AI) tools, platforms, or applications. Experience with electronic file management and document scanning systems. Customer service experience, especially in a university or office environment with frequent external and internal contacts. Knowledge, Skills, and Abilities: Ability to multitask and work cooperatively with others. Strong interpersonal and communication skills. Knowledge of word processing, spreadsheet, database, and presentation applications. Planning and organizational skills. 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, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums 12-15 days of annual paid holidays Up to eight hours of paid sick leaveand at leasteight hours of paid vacationeach month Automatic enrollment in theTeacher Retirement System of Texas Health and Wellness: Free exercise programs and release time Professional Development: All employees have access to freeLinkedIn Learningtraining, webinars, and limited financial support to attend conferences, workshops, and more Educational release time and tuition assistancefor completing a degree while a Texas A&M employee Living Well, 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 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 institutions verification of credentials and/or other information required by the institutions 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 Retirement Employee Discount Program Flexible Spending Accounts University Holidays Legal Statements New Employee Onboarding Prospective Employees Safety and Security Notices Training and Development USERRA Nondiscrimination Notice