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 and lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service. Who Are We 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? Consider our Administrative Coordinator position where you can assist the Housing Assignments Office in the oversight of residence halls occupied by students on the campus of Texas A&M University. In this role, you will be working collaboratively with Department of Residence Life staff, students, parents, prospective students, and other departments to provide living accommodations for residents that enhances their academic experience. Our ideal candidate will have a track record as a successful Office Manager and experience with university housing. Come claim this critical role as yours and embark on a fulfilling career as our Administrative Coordinator for our Housing Assignments Office. If this is job description sounds interesting to you, we invite you to apply to be considered for this opportunity. What You Need to Know Salary: Starts at $45,000.00 (commensurate based on hires education and experience) Cover Letter and Resume: A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section. Other: May require evening and weekend work. Qualifications Required Education and Experience: Bachelor's degree or equivalent combination of education and experience. Two years of experience in office administration. 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 possess proficiency in English, with the ability to comprehend, follow, and communicate written and verbal instructions effectively. 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 an information resource to students, parents, prospective students, and other departments regarding on-campus housing processes. Manages housing email accounts and responds to all inquiries. Answers phone calls and respond to online chats. Compiles data to create, maintain, and deliver correspondences to students and parents regarding housing assignments processes, roommate selection, room selection, and billing. Indirectly supervises and coaches Student Assistants in providing general housing information as it relates to the customers requests and oversees the front desk operations. In the absence of Student Assistants, serves as the first point of contact for the front desk in the Housing Assignments Office. Advises, coaches, and trains student staff when responding to questions and concerns to ensure they are providing the most up-to-date and accurate information to customers. Acts in a professional and mature demeanor with all customers, internal and external. Administration: Participates in planning and execution of administrative operations. Enters and updates information in multiple databases. Verifies records and data entry and monitors to ensure completeness and accuracy. Analyzes requirements for determining room assignments for the Residence Halls and White Creek Apartments for multiple terms. Is responsible for knowing, explaining, and completing multiple housing processes throughout the year. Researches and resolves problems and discrepancies and makes needed updates and corrections. Compiles data to respond to requests from other Department of Residence Life offices. Retrieves historical records to resolve disputes and provide information as requested. Updates card access using the controlled access system. Reviews documents for supervisor. Completes special projects to assist the Associate Director, Coordinator of Housing Assignments, and Program Assistant. Communication: Provides technical information regarding administrative procedures, services, or programs. 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 regarding assignments and transactions. Serves as an information resource to other campus departments. Recruits and markets to prospective students. Is responsible for maintaining confidentiality as this position deals with highly sensitive matters. 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 Orientation Prospective Employees Safety and Security Notices Training and Development USERRA Nondiscrimination Notice