Job Description

Senior Administrative Coordinator I

Agency

Texas A&M University System Offices

Department

Academic Affairs

Commensurate

College Station, Texas

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.

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.