Senior Administrative Coordinator I

Senior Administrative Coordinator I

Agency:
Texas A&M University

Department:
Institute For A Disaster Resilient Texas

Proposed Minimum Salary: $38.00 hourly

Job Location:

Galveston, Texas

Job Type: Temporary/Casual Staff (Fixed Term)

Job Description:

The Institute for a Disaster Resilient Texas (IDRT) at Texas A&M University brings together research, data, and collaboration to strengthen communities against natural hazards. Established to bridge the gap between science and decision-making, IDRT delivers cutting-edge analytics, tools, and evidence-based solutions that support state agencies, partners, and local communities in preparing for, responding to, and recovering from disasters. Through innovative research and a commitment to public impact, we help build a more resilient Texas for the long term.

What We Want:

Institute for a Disaster Resilient Texas is seeking a highly organized and proactive professional who excels at managing complex administrative operations, coordinating multiple priorities, and supporting strategic initiatives. The ideal candidate demonstrates strong judgment, attention to detail, and a commitment to operational excellence, ensuring efficient resource management, regulatory compliance, and effective support for leadership while advancing the mission of the Coastal Texas Flood Protection Research and Review Council.

What You Need to Know:

Salary: $38.00 - $42.00/hourly.

Cover Letter: 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 Requirements and Factors:

• This position is funded from grant and/or contract funding, which is renewed through provisions of the grantor of the contract. Therefore, this position is contingent upon continuation of funding from these grants and/or contracts, as well as satisfactory job performance.
• Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.

Essential Duties/Tasks:

Administrative Coordination:

• Coordinates administrative support functions.
• Plans and coordinates administrative activities and services.
• Supervises assigned staff and determines work priorities.
• Participates in the planning and execution of administrative operations.
• Monitors project timelines and identify issues.
• Develops administrative objectives and strategies.
• Formulates and implements management policies or operating practices.
• Assists in the development of budget and financial records management.
• Monitors compliance with policies and procedures.
• Coordinates office records retention and maintains office resources.
• Acts as a liaison with relevant teams and departments.

Support for Leadership and Staff:

• Provides advanced administrative support to the leadership team while maintaining confidentiality.
• Serves as the direct contact to staff by providing guidance on administrative activities.
• Coordinates travel arrangements and prepare itineraries for administrators.
• Manages travel and purchasing documentation, prepares invoices for processing, and coordinates the timely submission of supporting records to the Operations team.
• Communicates objectives and decisions to staff on behalf of leadership.
• Evaluates documents submitted for administrator's signature.
• Serves as backup for the property officer and assists with inventory certification.
• Provides expert advice to program directors regarding administrative procedures.

Event Planning and Coordination:

• Plans and coordinates meetings, seminars, and other special events.
• Secures and coordinates events venues, catering services, room setup, audiovisual equipment, and other logistical arrangements to support meetings, seminars, and other special events.
• Makes arrangements for visitors and dignitaries.

Records Administration and Compliance:

• Coordinates and supervises the processing of student record updates.
• Ensures compliance with state, local, and federal guidelines regarding records management.
• Researches and communicates relevant policies and procedures regarding academic records.
• Monitors document management tasks and evaluate process improvements.
• Coordinates the organization, retention, storage, and retrieval of records and documents in accordance with established policies and procedures.

Qualifications:

Required

Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.
• Six years of experience in office administration.

Knowledge, Skills, and Abilities:

• Ability to multitask and work cooperatively with others.
• 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.
• Ability to effectively communicate both orally and in writing.
• Ability to positively and professionally interact with clients and staff.
• Excellent communication and presentation skills.

Our…