Senior Administrative Coordinator

Senior Administrative Coordinator I

Agency:
Texas A&M University System Offices

Department:
Academic Affairs

Proposed Minimum Salary:
Commensurate

Job Location:

College Station, Texas

Job Type: Staff

The System Offices is one of several system members within the Texas A&M University System representing one of the largest systems of higher education in the nation, with a network of 12 universities, a comprehensive health science center, eight state agencies, Texas A&M – Fort Worth and the Texas A&M - RELLIS Campus. The Texas A&M University System mission is to provide education, conduct research, commercialize technology, offer training, and deliver services for the people of Texas and beyond.

The System Offices, within the Texas A&M University System, provides an outstanding benefits package including, but not limited to: competitive health benefits; paid vacation, sick leave, and holidays; a defined benefit retirement plan to include an employer contribution through Teachers Retirement System of Texas (TRS); if applicable, a defined contribution retirement plan to include an employer contribution through an approved ORP vendor: additional voluntary tax deferred annuity (TDA) options;

tuition assistance; and wellness programs to promote work/life balance.

Salary: $3,742.67 - $6,666.66 per month commensurate with experience.

Job Description

Summary:

Provide high-level executive support, manage complex operational procedures, and act as a key liaison for System leadership. Manage executive calendars, coordinate intricate travel arrangements, and oversee expense reporting. Monitor timelines, track deliverables, and prepare specialized reports on behalf of leadership.

Responsibilities:

• Provides direct support to high level administrators.
• Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel.
• Prepares travel arrangements and itineraries, and approves and processes travel reimbursements.
• Compiles reports, maintains records and other documents, and coordinates special events.
• Evaluates documents submitted for administrator's signature.
• Provides support for long-range planning and scheduling activities.
• Coordinates administrative support functions.
• Plans and coordinates administrative activities and services.
• Works under direction and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgment with respect to matters of significance.
• Plans, implements, coordinates, analyzes, monitors, and evaluates administrative support functions.
• Researches and handles special projects.
• Participates in the planning and execution of administrative operations.
• Participates in the resolution of operating problems.
• Coordinates executive calendar, schedules system-wide leadership meetings, and manages intricate travel itineraries and specialized expense reimbursements.
• Drafts, proofreads, and compiles briefing materials, agendas, meeting minutes, and executive summaries for leadership review.
• Manages secure storage of confidential documents, personnel data, and academic policy materials.
• Execute procurement card (P-Card) transactions and reconcile monthly purchase logs.
• Manage external vendor contracts, process invoices, and resolve billing discrepancies.
• Route system contracts through legal channels for necessary approvals and signatures.
• Gather information from various system members to compile comprehensive reports.
• Monitor inventory levels and order operational supplies to maintain uninterrupted workflows.
• Performs other related duties as assigned.

Education and Experience:

Bachelor's degree or equivalent combination of education and experience. Six years of related experience.

Knowledge, Skills and Abilities:

Knowledge of word processing, spreadsheet, database, and presentation applications. Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative. Interpersonal and communication skills. Planning and organization skills. Travel may be required. Ability to multitask and work cooperatively with others.

Other Requirements:
This is a security-sensitive position and is restricted to U.S. citizens and legal permanent residents only. Only complete applications will be considered for employment at The Texas A&M System Offices. Incomplete job application data could result in your application being rejected without an option to reapply. A cover letter and resume may be required in addition to a completed employment application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.