What are the responsibilities and job description for the Administrative Coordinator II position at Texas A&M University-Commerce?
Job Title
Administrative Coordinator II
Agency
East Texas A&M University
Department
VP Academic Affairs
Proposed Minimum Salary
Commensurate
Job Location
Commerce, Texas
Job Type
Staff
Job Description
- INSTRUCTIONS TO APPLICANT:During the application process the “My Experience” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.)” to upload required documents.
- Use the Upload button to add each document.
- You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
- All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
- Incomplete or improperly submitted applications may be excluded from consideration.
- Please provide the following documents:
- Cover Letter
- Resume/CV
- Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
-
Transcripts (Unofficial will be accepted with application. Official transcripts are required at time of verbal offer).
If transcripts are from an international institution, it is the responsibility of the applicant to have the transcripts translated and evaluated by an approved credential evaluator. - Please do not withdraw your application in an attempt to upload a missing document. If you need assistance with this or any other matter, please contact us atHR.Hiring@tamuc.edu.
Pay Range: Commensurate
SUMMARY:
The Administrative Coordinator II, under supervision, is responsible for managing all office duties for the Dean’s office and therefore serves in a clerical, secretarial and administrative capacity to manage the activity and productivity in an efficient manner. Provides assistance to the Dean, as well as, provides guidance on student credit, substitution and university requirement issues. Provides advanced administrative support. Assists in resolving highly advanced, highly sensitive, and confidential administrative matters.
DUTIES & RESPONSIBILITIES:
- Serves as Office Manager by managing office activity independently and monitors office procedures to eliminate duplication of efforts and to streamline flow of operations. Assists with office administration. Assists students, staff and others in the college in order to regulate and oversee activity.
- Works closely with the deans and the college faculty as required to resolve issues with substitutions, student credit hour issues, university hour requirements, GPA issues, etc. Resolves degree requirement issues in consultation with University Graduation Coordinator as necessary.
- Responsible for analysis and submission of all course schedules for the College of Business. Maintains faculty workload reports.
- Updates and monitors faculty and administration entries in SEDONA. Collects and maintains faculty evaluations.
- Maintain extensive and current knowledge of degree requirements for each major in the College of Business.
- Maintains college level records, files and reports for student degree audit analysis for all College of Business undergraduate majors. May handle both internal and external correspondence regarding degree audits, course substitutions and transfer credit. Maintains records regarding key control for the college.
- Works closely with staff of the College of Business Advising Center to develop and enter into BANNER the career field of qualifying students. Acts as a liaison between the College of Business and the Admission and Registrar’s offices.
- Assists with accreditation (e.g. AACSB, SACS) support.
- Coordinates the printing and mailing of Deans List certificates each semester.
- Arranges travel and reservations, prepares and enters travel information in CONCUR for reimbursement for on campus visits of potential Faculty.
- Maintains, schedules and coordinates meeting dates for the Dean of the College of Business. Reserves College of Business conference rooms and maintains calendar for availability.
- Plans, organizes, and coordinates events for the College of Business.
- Maintains departmental inventory by counting material, equipment, merchandise or supplies in stock and orders according to department need for business. Contacts appropriate individual for equipment repairs; and performs simple preventative maintenance on office equipment. Maintains inventory log as well as responsible for updating records in FFX to reflect any and all changes for all inventory listed under the BUSI Department in CANOPY.
- Maintains departmental files, authorizes use of same and keeps interested groups informed as to availability of materials. Acts as custodian of corporate documents and records.
- May assist with completing all personnel action forms and processes for all faculty, staff, and student workers. Acts as the liaison to Human Resources to enter and upload information regarding new positions during the hiring process for position which fall under and/or report directly to the College of Business Dean’s Office.
- Prepares memorandums outlining and explaining administrative procedures and policies to students, employees, professional staff or faculty. May direct preparation of information such as records, reports, minutes, correspondence, and memorandums.
- Evaluates work methods and makes suggestions to improve procedures and job efficiency. May coordinate activities between departments within the University. Analyzes department operating practices such as recordkeeping systems, forms control, and office layout, to create new systems or revised established procedures.
- May provide training and act in lead capacity for departmental administrative support.
- Offer administrative support to the Career Services, Center for Excellence, and Venture College offices. Some of these duties include: interacting with customers and visitors, managing office supplies and equipment, coordinating events and helping with budgeting and marketing.
- May hire, train and supervisor student workers or other support staff.
- Perform other duties as assigned.
MINIMUM REQUIREMENTS:
- Education: Bachelor’s degree.
- Experience / Knowledge / Skills: Three (3) years of related experience. Knowledge of word processing, spreadsheet, and database applications. Strong verbal and written communication skills. Strong interpersonal and organizational skills. Knowledge in business communications, spelling, punctuation, office procedures and excellent proofing skills.
- Ability to: Ability to multitask and work cooperatively with others. Ability to work with sensitive information and maintain confidentiality. Ability to independently engage in projects. Ability to work in a dynamic setting. Ability to organize and set priorities, maintain records, interpret and prepare reports and compose memoranda and letters. Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative. Ability to multitask and work cooperatively with others. Interpersonal and communication skills. Planning and organization skills.
- Licensing/Professional Certifications: None
- Physical Requirements: None
- Other Requirements: None
PREFERRED EDUCATION / SKILLS/ EXPERIENCE:
- Master’s degree with two years of experience in higher education and executive level office setting.
- Experience using data systems.
- Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, and Outlook).
SUPERVISION OF OTHERS:
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/Affirmative Action/Veterans/Disability Employer.
