Coordinator of Administrative Services

Position Summary

The Coordinator of Administrative Services is responsible for coordinating activities and providing supervision in the operation and administration in support of the Division of Student Development. The role involves making complex administrative decisions requiring knowledge of budget and contract management, a wide range of regulations, policies, and procedures, and managing fiscal and administrative activities.

• Provides administrative support for the Office of the Vice‑President of Student Development, including the Associate Vice Presidents of Educational Partnerships, Administrative Technology, and Student Services; and manages budget, program coordination, and grant activities such as High School Programs and Ameri Corps grants.
• Relieves administrators of a variety of internal duties that require a thorough understanding of the College’s and Student Development’s functions, programs, and policies.
• Plans, organizes, and coordinates administrative operations.
• Performs monthly account reconciliations for faculty and staff mileage and department time and effort reports, identifying and resolving discrepancies promptly.
• Manages and coordinates monthly and quarterly account manager reports for the division.
• Researches and explores current and new software applications to aid the department.
• Maintains and develops forms and processes.
• Coordinates the recording of financial transactions with responsible parties.
• Provides exceptional customer service with a high degree of tact, technical knowledge, and confidentiality.
• Coordinates the collection of information or preparation of abstracts, reports, proposals, operations and procedure manuals, and other written material.
• Analyzes and prepares tables, graphs, and charts for management or presentations on departmental or divisional activities.
• Serves as a liaison with other departments on policies, procedures, and practices.
• Plans, supervises, and schedules the work of assigned staff.
• Manages the routine and non‑routine administrative functions and correspondence.
• Manages calendar and independently schedules appointments for the assigned supervisor.
• Composes, reviews, and distributes confidential and complex correspondence, memos, reports, and requisitions to internal and external contacts.
• Reports to a top‑level administrator of the College.
• Makes judgments and decisions to keep the office functioning smoothly in the absence of a supervisor.
• Oversees and processes purchase requisitions, orders, travel requests, and reimbursements.
• Monitors expenditures and income against budgets, maintains accurate accounting ledgers, and facilitates account reconciliations.
• Coordinates and arranges meetings, conferences, and committee meetings.
• Supports divisional events as needed.
• Provides timely responses to requests received by the office.
• Responds independently within scope of responsibility.
• Ensures compliance with all applicable laws, policies, and procedures.
• Completes required training and professional development sessions sponsored by Texas Southmost College.
• Supports the College’s values: service, integrity, innovation, excellence, community, and accountability.
• Attends the workplace regularly and reports to work punctually.
• Completes duties in compliance with college standards, policies, and guidelines.
• Promotes positive morale, teamwork, and customer service to students, faculty, and the community.
• Uses interpersonal skills and sound judgment to manage duties and responsibilities among coworkers and staff.
• Supports the College’s strategic plan and institutional effectiveness model.
• Will work evenings, holidays, or weekends as needed.
• Performs other duties as assigned.

• Strong commitment to the mission of the community college.
• Ability to maintain a scheduled work schedule.
• Maintain high confidentiality of work‑related information.
• Strong attention to detail, high accuracy, and solid organizational skills.
• Ability to handle multiple complex assignments and projects.
• Proficiency with e‑mail, word processing, spreadsheets, databases, and presentation software; use of the Internet to access data, generate…