Administrative Coordinator I

Job TitleAdministrative Coordinator I Agency Texas A&M University Department Residence Life And Housing Proposed Minimum Salary$3,750.00 monthly Job LocationCollege Station, Texas Job TypeStaff Job Description 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. Who We Are The Department of Residence Life is housed within the Division of Student Affairs. It is comprised of 60+ full-time staff and over 400 total staff members. We offer a fast paced, student centric and academically focused environment where each staff member has the opportunity to make a difference in the lives of residential students. Click here to learn more about our department and work. What We Want Are you looking for a role within one of largest student-centered units of our university? We are looking for an Administrative Coordinator I to join our unit. The Administrative Coordinator I is responsible for providing administrative, organizational, data entry, data verification, accounting, and customer service skills to the Housing Assignments Office and other units within the Department of Residence Life. They provide direct support to HAO Coordinator and indirect support to Associate Director. The Administrative Coordinator I is responsible for all housing assignments and billing for different contracted semesters using enterprise level software. Other duties include serving as an information resource to all students, parents, guests, and colleagues who call, visit, and communicate with the Housing Assignments Office. If you have the desired skills and this description appeals to you, we encourage you to apply for this position. What You Need to Know Salary: Starts at $45,000/annually Cover Letter and Resume: A cover letter and resume are strongly recommended. You may upload them on the application under the CV/Resume section. Schedule: This position will work Monday-Friday, 8am - 5pm with a one-hour lunch break. Weekend of evening work may be required occasionally. Location: This position is onsite at our College Station campus. Qualifications Required Education and Experience: Bachelor's degree or equivalent combination of education and experience. Two years of experience in office administration or equivalent combination of education and experience. Required Licenses and Certifications: Notary Public (or ability to obtain within 6 months). Required Knowledge, Skills, and Abilities: Knowledge of word processing, spreadsheet, database, and presentation applications. Ability to multitask and work cooperatively with others. Interpersonal and communication skills. Planning and organization skills. Detail oriented. Ability to meet deadlines and maintain a high level of accuracy, professionalism, and a customer service orientation. Must be literate in the English language and able to comprehend, give, and follow both written and verbal instructions. Preferred Qualifications: Bachelors degree and more than two years of experience in higher education, student housing, or customer service. Background in office environments with much time spent in contact with students. Proficiency in StarRez, Zendesk, and current versions of Microsoft Office Suite. Ability to provide exceptional service to many customers at the same time. Bilingual in Spanish. Responsibilities Customer Service: Serves as a primary housing information resource for students, families, prospective students, and campus partners via email, phone, chat, and in person. Manages housing communication channels, oversees front desk operations, and serves as the first point of contact when student staff are unavailable. Trains, advises, and coaches Student Assistants to ensure accurate, timely, and professional customer service. Administration: Maintains, verifies, and updates housing records across multiple systems to ensure data accuracy and compliance. Determines room assignments for the Residence Halls and White Creek Apartments for multiple terms. Is responsible for knowing, explaining, and completing multiple housing processes. Researches and resolves discrepancies and makes needed updates and corrections. Compiles data and retrieves historical records to resolve disputes and provide information as requested. Updates card access using the controlled access system. Completes special projects as needed. Communication: Communicates and collaborates with Residence Life staff to complete assignments processes. Is responsible for keeping all members of the Housing Assignments Office up to date on process changes. Serves as an information resource to other campus departments. Recruits and markets to prospective students. Is responsible for maintaining confidentiality. Makes recommendations for process improvement or administrative changes. Develops, updates, and shares process manuals to ensure adherence to policies and procedures within the department and office. Transactions: Ensures timely and accurate billing. Responsible for validating and maintaining student billing records. Processes charges and makes adjustments using prorate tools and manual entry methods as needed. Runs and reviews daily reports for successes and failures as well as monthly reconciliation files. Verifies and uploads billing files to Student Business Services. Monitors payment provider system to updates transactions, process errors, and refund duplicate payments. On occasion, assists with purchasing for office. Development: Serves as a backup to other Customer Service Associates and other Residence Life offices as needed including Conferences and Guest Services, Corps of Cadets, and University Apartments. Attends trainings and provides training for system operations as needed. Trains staff new to the Assignments Office in regard to housing operations and information, including professional staff and student staff. Serves on departmental, division, and/or university committees with approval from supervisor. 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 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