Job Details

Job Title
Administrative Coordinator I

Agency
Texas A&M University

Department
Business Undergraduate Special Programs

Proposed Minimum Salary
$3,750.00 monthly

Job Location
College Station, Texas

Job Type
Staff

Job Description

What We Want

The Mays Business School Undergraduate Programs Office is seeking an Administrative Coordinator I who brings professionalism, organization, and a welcoming presence to our student-focused team. This individualwill serve as the first point of contact for the office, offering courteous support to students, staff, and visitors. They will manage a variety of administrative tasks, including answering the main phone line, coordinating room reservations, and assisting with day-to-day needs. The role also includes maintaining office supplies and equipment to ensure a smooth and efficient environment. In addition, the coordinator will support meetings, scheduling, and special events that contribute to the success of the Undergraduate Programs Office. If you are someone who enjoys helping others and takes pride in creating a positive, well-organized experience, we encourage you to apply.

What You Need to Know

Salary: $45,000/annually

Cover Letter/Resume: A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.

Essential Duties/Tasks

Front Desk Management

• Primarily manages the UPO front desk, providing a professional and welcoming environment for students and visitors.
• Serve as first point of contact for Undergraduate Programs Office (UPO). Direct students/guests to appropriate advisor/staff.
• Monitor advising appointments for advisors.
• Open and close office and ensure front desk is properly staffed.
• Maintain organization and appearance of reception area, including lobby and front desk.
• Through student staff management and back-up support, ensure consistent, professional, and trained coverage of front desk for in-person and telephone coverage.
• Strategic planning of students checking in with advisors.

Supervise Student Staff Team

• Recruit, hire, onboard, train, and supervise student staff for coverage of front desk and administrative support.
• Working closely with student employees on their schedules every semester.
• Approving time off and payroll.

Student Advising Support

• Address advising questions presented at the front desk that can be addressed quickly, without meeting an advisor, directing students to appropriate resources when necessary.
• Manage both the ...@mays.tamu.edu and ...@mays.tamu.edu email in-boxes, ensuring that messages are addressed in a professional and timely manner with correct information. This includes routing complex questions to the appropriate resource.

Administrative Tasks

• Oversees planning and execution of administrative operations.
• Maintains daily office calendar and appointment monitoring.
• Reviews and monitors project and program timelines and proactively identifies issues.
• Coordinates inventory and maintenance of office supplies and equipment.
• Researches and responds to inquiries about office procedures and processes.
• Coordinates logistical arrangements for travel, meetings, and events.
• Develops and maintains administrative office procedures.
• Serves as primary or backup administrative support to assigned functional areas
• Coordinate calendars for ADUP, UAO Director and RSEO Director ensuring efficient scheduling and time management.
• Act as Emburse delegate for the ADUP as well as UAO and RSEO directors, managing receipts and expense reports.
• Schedule unit/department meetings and select events, including:
  
  • Coordinate schedules among team members.
  • Book meeting spaces
  • Order food/drink/meals for unit/department meetings, as needed
  • Set up and clean up from unit/department meeting
• Manage common area meeting space reservations for UPO owned spaces (Loft, 255 gathering area, conference room, and classrooms for meetings other than class)
• Work with UAO staff to ensure Navigate, or other advising scheduling tools are structured optimally for student access and check-in.
• Manage Wrike requests for student worker tasks.
• Manage incoming and outgoing mail for UPO.

Qualifications

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.
• Two years of experience in office administration, supporting leadership or related.

Preferred Qualifications

• Experience scheduling supervisor's calendars.
• Office management experience.
• Experience monitoring multiple projects with different timelines.
• Supervisory or team lead experience.
• Event planning experience.
• Experience working with students.
• Experience with forward-facing role.
• Demonstrated experience with intense multi-tasking during peak times (answering phones, greeting visitors, and answering student questions).
• Experience with database management.

Knowledge, Skills, and Abilities

• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organization skills.

Who We Are

Texas A&M University's Mays Business School is a vibrant learning organization of more than 175 faculty members, 125 staff members, and 6,400 undergraduate and graduate students in accounting, finance, management, management information systems, marketing, and supply chain management. Mays Business School's vision is building a better future through business. To fulfill this vision, our mission is developing leaders of character who make a positive difference in the communities where they live, work, and serve.

The Business Undergraduate Special Programs at the Mays Business School:

• Business Honors - helps to develop our student's unique strengths and prepare them for a successful professional career. Our students maintain academic excellence throughout their studies and can double major. Business Honors students have a 100% job placement or graduate school placement. Freshmen who are selected for Business Honors enter Mays Business School as Business Honors (BHNR) majors. Most Business Honors students also pursue a second business major of their choice. The Business Honors curriculum is designed to allow students to complete both majors in four years. Upon graduation, students can earn one degree (BBA) with two majors (Business Honors and a second major). Business Honors students can add a second major in Accounting, Finance, Management (4 tracks available), Management Information Systems, Marketing (5 tracks available), or Supply Chain Management as well as complete minors, certificates, and 4+1 masters programs.

• Undergraduate Advising Office - Undergraduate students receive customized academic advising from a team of full-time professional advisors.

• Student Experience Office - Texas A&M and Mays Business School are committed to providing high-impact learning experiences to students at all levels. The Reliant Student Experience Office leads several of these high-impact opportunities for Mays undergraduate students, including Business Fellows, Business Honors, and the Freshman Business Initiative. We also partner with and promote the special programs housed in other departments.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month

• Automatic enrollment in the Teacher Retirement System of Texas

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more

• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

• Living Well, a program at Texas A&M that has been built by employees, for employees

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online 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.