Administrative Coordinator

Administrative Coordinator I

The Texas A&M Libraries are seeking an organized and detail-driven Administrative Coordinator I to join our team. This role offers a glimpse into the heart of executive support, with a strong emphasis on scheduling complex travel and crafting detailed itineraries. This position manages flight bookings, hotel reservations, and logistical arrangements for candidates and executive team members. It provides flexible, hands-on support to Associate University Librarians, particularly during major events, meetings, and recruitment processes.

The coordinator also oversees room reservations. In addition, the role supports the Libraries Administrative Suite and helps plan and execute programmatic and administrative events across the libraries.

This is an on-campus opportunity. The selected candidate will be required to work on-site at our College Station campus Monday through Friday, from 8:00am to 5:00pm.

Salary: $3,750/monthly

Cover letter/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.

Responsibilities

• Administrative support for librarian recruiting
  - Provides administrative support to the Associate University Librarians in the recruitment process for librarian positions including making travel arrangements, advertising, coordinating interviews and contacting applicants. Coordinates and sets up librarian candidate presentations, interviews, and meetings. Arranges travel and catering for librarian candidates and processes expenditures through Emburse. Compiles and distributes librarian candidate itineraries, creating calendar appointments for all interview participants.
  
  Attends search committee meetings and provides administrative support.
• Libraries administrative suite support
  - Provides administrative support for the Libraries Administrative Suite. Maintains conference room and vehicle calendars. Provides technical support for conference rooms managed by Administration. Serves as backup for answering the main line and assists with front desk duties in the absence of the Student Office Assistant. Participates in the coordination and planning of logistical arrangements and administrative support for Libraries Administrative Suite events.
  
  Serves as backup departmental parking representative. Supply clerk for Administrative Suite and Library units that are in the Libraries Administrative Suite. Schedules library resource tabling reservations. Participates in the planning and execution of administrative operations.
• Administrative support for associate university librarians
  - Provides administrative support for the four Associate University Librarians and their units as needed. Assists with maintaining AUL's calendars as needed.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Two years' experience in office administration.
• Experience with making travel arrangements and itineraries.
• Experience using Emburse. Experience managing multiple calendars.
• Event coordination and planning experience.
• Knowledge of SharePoint or Google Docs or other cloud-based storage.
• Ability to deal effectively and tactfully with a wide variety of people in person, via telephone, and in writing.
• Ability to perform effectively in a fast-paced environment with changing priorities.
• Ability to multi-task and work collaboratively with others.
• Excellent customer service skills.
• Attention to detail.
• Excellent organizational and planning skills.
• Ability to communicate effectively, including excellent verbal and written skills.
• Reliable attendance.
• Ability to maintain confidentiality on all personnel matters.

Why Texas A&M University?

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.

The Libraries are the indispensable hub of discovery, learning, and creativity with the teaching and research that goes on in the colleges and academic departments. We offer rich and extraordinary collections at the University Libraries. The Libraries' resources and services enable and support the University missions of teaching, research, and service.

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 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…