Administrative Coordinator II

Job TitleAdministrative Coordinator II Agency Texas A&M University Department Office Of Registrar Proposed Minimum Salary$4,166.67 monthly Job LocationCollege Station, Texas Job TypeStaff Job Description What we want The Administrative Coordinator II is responsible for the daytoday administration and maintenance of the curriculum management system, CourseLeaf CIM/CAT, which supports the universitys Curricular Approval Request System (CARS). This role ensures secure user access, accurate workflows, and the integrity of curricular and catalog data. Responsibilities include troubleshooting system issues, managing electronic forms, generating curricular reports, and coordinating with vendor support teams to resolve problems. What you need to know Salary: $50,000 Special Instructions: A cover letter, resume, and contact information for three professional references (to include at least one previous supervisor) are strongly recommended. You may upload all three on the application under CV/Resume or upon answering the questionnaire you may attach the documents. Schedule: Must be able to work occasional weekends and evenings, including participation in university commencement ceremonies. Qualifications Required Education Bachelors degree or equivalent combination of education and experience. Three years of experience in office administration. Preferred Qualifications One year of professional experience in higher education. Professional experience in the Registrars Office. Experience in Microsoft 365 and Adobe Acrobat Professional. Familiarity with Texas A&M academic procedures, policies, and rules. Ability to comply with Texas A&M, System, State and Federal laws, regulations, rules and policies. Knowledge and understanding of FERPA. Experience with student information systems (Banner) and content management systems (CourseLeaf, Confluence). Experience using online forms or surveys (any platform). Experience accessing and reviewing information in databases using basic search or query methods. Thorough knowledge of content management systems (CourseLeaf, Confluence). Training presentation and delivery skills. Customer service skills. Ability to work in a high stress environment. Knowledge, Skills, and Abilities Knowledge of word processing, spreadsheet, database and presentation applications. Knowledge of content management systems, student information systems and standard software applications. Knowledge of standard office procedures and protocols. Research and information gathering skills. Interpersonal and communication skills. Planning, organizational and time management skills. Attention to detail with a focus on accuracy. Ability to multitask and work cooperatively with others. Ability to work independently and in a collaborative team environment. Ability to understand, follow and give verbal and written instructions. Ability to meet deadlines. Ability to comfortably interact with various staff at all organizational levels. Ability to understand the relationships between systems to help maintain accurate, aligned information. Must be able to arrive to work on time and regularly. Must be punctual, dependable and able to work independently. Machines or equipment used in the performance of essential duties Computer and related peripherals (desktop or laptop, monitors) for administrative tasks, scheduling, and communication. Office productivity software (Microsoft 365, Teams, Zoom) for document creation, presentations, and virtual meetings. Printers, scanners, and copiers for document handling and record maintenance. Telephone and video conferencing equipment for internal and external communication. Audio/visual equipment for event and meeting support (projectors, microphones, etc.). Responsibilities Curriculum Management System Administration Manages user access and workflow roles within the CourseLeaf CIM and CAT modules to ensure appropriate permissions and system security. Troubleshoots and resolves workflow, data, and useraccess issues to maintain smooth system functionality. Maintains and updates standard workflows for all forms; configures workflows as necessary to support evolving curricular processes. Oversees and updates CIM codes/allcodes to ensure the accuracy and integrity of curriculum and catalog data. Submits, tracks, and follows up on support tickets with vendor support and internal IT teams. Tests software updates, patches and enhancements in CIM/CAT modules prior to deployment. Manages and enhances HelpBubble content on electronic forms to support user navigation and system usability. Creates, edits and maintains electronic forms, including fields, questions, instructions and comments. Develops, documents and refines procedures and best practices in Confluence to support institutional knowledge sharing. Develops, implements and maintains catalog page metadata elements to support accurate display, searchability and content organization. Curriculum Management System Reporting Creates, runs and maintains reports using CourseLeaf reporting tools to support academic and administrative initiatives. Generates and reviews staleproposal reports across all forms and executes internal purging processes. Program Inventory Assists in reviewing program proposals submitted through CARS to ensure adherence to university policies and procedures. Interprets and upholds university rules, federal regulations, student rules and state law. Assists in reviewing bachelors, certificate, minor and professional practice program proposals; analyzes proposed program changes and evaluates their impact on degree requirements. Provides recommendations to faculty and staff regarding program changes and their effect on degree evaluations and students. Assists with degree evaluation maintenance for bachelors, certificate, minor and professional practice programs. Catalog Production Assists in the production and maintenance of university catalogs to ensure program information is accurate, current and correctly represented. Reviews catalog pages for compliance with style guidelines, institutional standards, and editorial procedures. General Office Administration Answers the main telephone line for Curricular Services, routes calls, and takes messages as appropriate. Responds to inquiries related to the catalog and the curricular approval process in a timely and professional manner. Monitors group email accounts and ensures accurate, prompt responses to inquiries. Ensures confidentiality of communications within the Office of the Registrar. Assists in facilitating procedural training on the CARS system for college and departmental staff. Recommends improvements to office procedures and workflow processes. Assists with proofreading communications and documents. Performs additional responsibilities as assigned to support the goals and operations of the Office of the Registrar. 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. 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 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