Administrative Coordinator II

Overview

Requisition: S

Title:

Administrative Coordinator II

FLSA status:
Non-Exempt

Hiring Salary:
This position is a pay grade 10. See Pay Grade Table.

Occupational Category:
Technical/Para-Professional

Department:
Office of the Dean - College of Arts & Media

Division:
Division of Academic Affairs

Open Date: 01/30/2026

Open Until Filled:
Yes

Educational and Experience Requirement:
Bachelor’s degree in a related field. Three years of relevant administrative assistant experience or experience in a related field. Experience in Higher Education is desirable. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position:
Performs advanced administrative coordination duties for the College of Arts & Media. The position focuses on processing procurement and travel transactions, coordinating scholarships, and monitoring non-salary budgets. Serves as a central administrative resource by tracking expenditures, reconciling charges, and preparing financial summaries and reports for the Dean’s Office and college leadership. Works collaboratively with academic departments and university administrative offices to support compliance, consistency, and effective stewardship of college resources.

• Procurement & Purchasing Coordination

  Processes purchase requests and related procurement documentation, including purchase requisitions, interdepartmental orders, direct payments, and invoice reconciliation. Provides procedural guidance to departments on procurement requirements, timelines, and documentation. Tracks procurement activity and related expenditures and maintain organized records. Serves as liaison with Procurement & Business Services and related university offices regarding purchasing processes and documentation. Serves as the primary P-Card delegate, including reconciliation of monthly statements, monitoring charges, and maintaining authorized users.
  
  Prepares purchasing summaries and expenditure reports for the Dean and college leadership.

• Travel Processing & Coordination

  Processes travel pre-approvals, expense reports, and reimbursements. Provides guidance to departments on travel documentation, deadlines, and policy compliance. Reviews travel documentation for completeness and accuracy prior to submission. Acts as liaison with Disbursements & Travel Services regarding travel-related processes.

• Scholarship Administration & Monitoring

  Coordinates scholarship administration in collaboration with academic departments, Financial Aid & Scholarships, and University Advancement. Tracks scholarship allocations, awards, and expenditures to ensure funds are distributed appropriately and in accordance with university guidelines. Maintains scholarship budgets and prepare summary reports and data as requested.

• Budget Monitoring & Financial Reporting

  Monitors budgets related to procurement, travel, scholarships, and other operational expenses. Tracks expenditures and reconcile charges to support accurate financial reporting. Prepares budget summaries, expenditure reports, and supporting documentation for college leadership. Coordinates facilities-related billing and reconciliation, including charges associated with work orders or projects.

• Other Duties

  Maintains accurate and organized electronic and physical records. Identifies opportunities for process improvement related to procurement, travel, scholarship administration, and financial tracking. Serves on college or university committees as requested to represent the Dean’s Office. Performs other related duties as assigned.

Requires thorough knowledge of university administrative, financial, and operational policies and procedures. Requires proficiency with Microsoft Office systems, financial platforms (Banner or equivalent), and standard office equipment. Must demonstrate strong organizational skills, attention to detail, independent judgment, and the ability to manage multiple processes simultaneously.

Full Time Part Time:
Full Time

Quicklink:

EEO Statement:
Sam Houston State University is an Equal Employment Opportunity Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, national origin, sex, religion, age, disability, or protected veteran status. The University takes seriously the initiative to ensure equal opportunity in the workforce and to comply with Title VII as interpreted by the U.S. Supreme Court.

Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security-sensitive positions at SHSU require background checks in accordance with Education Code §51.215.