Administrative Coordinator

Job Title Administrative Coordinator I

Agency

Texas A&M University - Kingsville

Department

School of Music Proposed Minimum Salary Commensurate Job Location Kingsville, Texas Job Type Staff Job Description

Texas A&M University–Kingsville (TAMUK), the oldest institution of higher learning in South Texas and a proud member of the Texas A&M University System, stands as the region's premier university. TAMUK offers the widest range of academic programs and degrees in South Texas, provides exceptional learning and residential facilities, conducts impactful research, awards substantial scholarships, and has awarded more than 80,000 degrees in the institution's 100-year history.

The university is recognized for its unwavering commitment to student success, meaningful research, and deep community engagement. With a welcoming campus culture and strong regional partnerships, TAMUK offers faculty and staff a unique opportunity to make a lasting difference in the lives of students and the broader South Texas region.

Location:

The University is located in historic Kingsville, a friendly, safe city of 25,000 that is the home of the legendary King Ranch. Corpus Christi and its beaches are just 40 miles to the northeast, and the border with Mexico is 120 miles to the south at Brownsville or 119 miles to the west at Laredo.

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The Administrative Coordinator I, under general supervision, coordinates the day-to-day operations of the School of Music and its academic programs, providing direct administrative support to the Director and Associate Director. 

Administrative Support

• Serve as the primary contact and office manager for the School of Music to internal and external stakeholders, including main office reception, email account and phone line.

• Compose correspondence, reports, publications, and presentations, including editing and proofreading. Create and maintain spreadsheets and databases for a variety of fiscal, administrative, and academic records for the School of Music and as per National Association of Schools of Music (NASM) standards.

• Maintain office reference materials, hard-copy and digital.

• Lead process for appointment letters and academic reporting, in coordination with the Director.

• Responsible for course creation for academic programs within the school using Banner & ARGOS, in coordination with the Director/Associate Director.

• Provide information regarding administrative procedures, services or programs

• Coordinate arrangements for meetings, appointments, school special events, including facilities, equipment, and food.

• Handles all departmental mail services: sorting, distribution, bulk/mass mailings and correspondence.

• Hire, train and supervise student workers and other support staff.

Budget and Finance

• Assist Administrative Coordinator II with monitoring department accounts and provide administrative support to faculty with external funding. May prepare purchase documents, reimbursements and online purchases.

• Proposes solutions on complex financial problems, including budget pool management and encumbrance reconciliation.

• Coordinate submission of information for payroll processes.

• Order and maintain office supplies and equipment, in collaboration with Manager, Facilities & Events. May deliver, pick up, or receive cash payments, documents, supplies, equipment, or materials.

• Monitor and reconcile assigned procurement card and travel card transactions. May assist school administration and faculty with reconciliation processes.

Special Projects and Reporting

• Creates and maintains spreadsheets and/or databases including Degree Plans, Piano Proficiency Exams, Junior Recitals, Senior Recitals, Graduate Recitals, Student Recitals, Digital Signage and other items.

• Prepares recital and concert programs and supervises student recital attendance.

• Verify, process and review forms to include payroll, enrollment and faculty workload reports, tables and other documents.

• Serve as support for student recruitment and engagement activities.

Communication and Stakeholder Engagement

• Serves as a primary point of contact for…