Job Description

Through our shared values and culture of professional team service, we engage and inspire the Aggie Network to support Texas Aggies and perpetuate the Aggie Spirit. We seek an individual to join a highly motivated team in selflessly advancing The Association of Former Students’ noble mission by assisting in the coordination of activities for the Aggie Ring Program, delivering excellent customer service, and executing efficient management of business tasks associated with the program.

The successful candidate will demonstrate skill and devotion toward the development and cultivation of trusted, long-term relationships; serve as a professional ambassador for The Association and Texas A&M University; and exhibit an elevated level of organizational detail to ensure the effective and efficient administration of our human resources programs and initiatives. The Coordinator will have the self-motivation and persistence to effectively contribute as an individual, while also collaborating with teammates and volunteers to achieve our overall vision, mission, and goals.

NOTE TO APPLICANTS: An application must be completed in its entirety in a single session. The software will not allow an applicant to save their information and return later to complete the application. Please have all materials on hand before starting the application so that you do not lose your work.

DUTIES

Aggie Ring orders, repairs and deliveries:

• Maintains a commitment to premier customer focus in all duties.
• Leads the planning and coordination of logistics for Aggie Ring deliveries, including shipment.
• Assists in taking Ring orders during heavy order periods.
• Evaluates academic records to determine Ring eligibility.
• Creates, coordinates and maintains Aggie Ring Order customer lists for distribution including bulk shipments, special presentations, branch campus deliveries and other special requests.
• Assists in transmitting orders to the Aggie Ring Manufacturer.
• Serves as secondary contact to manufacturer regarding quality control, repairs, changes to orders, resolving issues, etc.
• Serves as primary contact to branch campus representatives to coordinate Ring orders and deliveries.
• Assists with the upkeep of database accuracy by collaborating with the Information Systems team to upload all Aggie Ring historical data.

Day-to-day operations of Aggie Ring Program:

• Oversees lost and found Aggie Ring files and assists in returning lost Aggie Rings to their owners.
• Oversees the various Aggie Ring collections and coordinates with Communications and Marketing teams to obtain necessary supporting assets.
• Coordinates general office maintenance, security, and supply orders, as necessary.
• Receives customer inquiries in person or via telephone or email and responds or delegates responses appropriately.
• Assists with staffing needs outside of normal Association work hours including football games, holiday hours, Ring Day and graduation Ring deliveries, etc.
• Responsible for all communications and marketing initiatives of the Aggie Ring Program regarding Aggie Ring orders and deliveries.
• Creates sponsorship records for Aggie Ring donors.
• Supports Aggie Ring Program Assistants in completion of daily operations including repair intake, quality checks, shipments, order processing, and fielding customer phone calls and emails.

Aggie Ring Program budget & billing process.

• Prepares spreadsheets for Accounting including daily deposits, refunds and expense vouchers, and end of order session report summary.
• Assists Development team with tracking and applying scholarship for Aggie Ring orders.
• Reports and submits weekly and monthly billing for shipment costs and package insurance.

Participates in and provides input on various Association-wide activities:

• Actively contributes toward efforts to achieve our culture, engagement, and fundraising goals.
• Provides on-site event support for Board and Leadership Council meetings.
• Participates on internal event teams and task committees.
• Participates in Association events, which may include Aggie Muster, Aggie Ring Day, All-Aggie Hullabaloo, Distinguished Alumni Gala, Reunions, Pass It Back Day, Thank an Ag Day, All-Team Meetings, gameday receptions, and others as required.

Serves as an ambassador for The Association:

• Meets our Team Expectations.
• Supports The Association’s marketing, communications, and branding initiatives.
• Fosters relationships with students, former students, faculty, staff, and friends of Texas A&M.
• Attends external events in support of Aggie Ring Program or on behalf of The Association, as directed.

Other duties as assigned:

This description of expected duties is neither all-inclusive nor permanent. Employees may be required to take on different or additional duties without notice.

TEAM EXPECTATIONS

The Association of Former Students is a team, and each member of the team is important to the overall success of the organization. To achieve our goals and mission, each team member will:

• Display a positive, customer-focused attitude and treat all individuals with courtesy and respect.
• Manage each customer experience with the highest level of service and enthusiasm. Seek opportunities to exceed expectations and develop lasting relationships.
• Make innovative contributions by proactively challenging current practices and suggesting and implementing improvements.
• Contribute to our team environment by being a productive, supportive and reliable teammate. Take responsibility for their actions and the outcomes produced.
• Lead with a positive example and in doing so, inspire others to fulfill the expectations of our team.

Requirements

KNOWLEDGE, SKILLS & ABILITIES

Required: Sound judgment and utmost discretion. Effective oral and written communication skills and ability to interact with a professional demeanor. Ability to prioritize, manage and complete multiple daily tasks with frequent interruptions. Proven ability to creatively adjust to rapidly changing situations and problem-solve with a positive attitude under pressure. Exceptional and proven organizational, planning and project management skills. Ability to work independently as well as with a high-functioning team in an ever-changing and multitasking environment with numerous deadlines. Effective time management skills. Ability to handle multiple projects with deadlines. Ability to develop long-lasting and professional relationships and interact with current and former students of all generations. Extensive knowledge of standard office equipment and Microsoft Office software, particularly Excel, Word and Access. Ability to operate a keyboard and 10-key, and regular use of a computer monitor. Ability to help set up for various events, including, but not limited to, setup of tables and chairs. Ability to lift up to 30 pounds on occasion. Ability to stand for long periods of time, and to be comfortable with large crowds.

Reasonable accommodations may be made
to enable individuals with disabilities to perform essential functions

OTHER REQUIREMENTS

Strong commitment to the vision and mission of The Association of Former Students, with the ability and desire to advocate for the organization and Texas A&M University. High energy level, intrinsic motivation, and a strong desire for learning and growth. Professional attire and behavior. Availability to work irregular hours, including evenings and weekends, in support of Association events and to travel for Association business, including occasional overnight stays.

EDUCATION, TRAINING & EXPERIENCE

Required: Bachelor’s degree or any equivalent combination of training and experience. Previous experience in a professional office setting and customer service experience.

Preferred: Bachelor’s degree from Texas A&M University.

SUPERVISION

Received: Manager of Aggie Ring Program.