Job Description

Job Title Administrative Coordinator II

Agency Texas A&M University

Department International Affairs

Proposed Minimum Salary Commensurate

Job Location College Station, Texas

Job Type Staff



Our Commitment

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

Who we are

Welcome to the Department of International Affairs at the Bush School of Government and Public Service at Texas A&M University. At the graduate level, we provide a rigorous two-year program that combines theoretical and practical instruction in the fields of international relations, international economics, security, international development, intelligence, diplomacy and regional studies, leading to the degree, with tracks of study in either or . Study abroad courses, language immersions and leadership and exchange programs supplement the curriculum, helping to prepare students for careers in international affairs. Our faculty is made up of distinguished academics and career professionals who have held responsible positions in the field of international affairs. Among the career professionals are a former director of the United States Agency for International Development, a former United States ambassador to Kazakhstan and Latvia, a former United States ambassador to Palau, a former deputy commander of U.S. Cyber Command and a former Deputy Director of Operations at the Central Intelligence Agency. Additional information may be found at:

What we want

The Administrative Coordinator II, provides administrative support for our unit as well as specialized activity which include the exercise of discretion and independent judgement with respect to matters of significance and confidentiality. You will provide academic advice to graduate students as well as prospective students. This opportunity is for someone who is well organized as you\'ll be coordinating travel and planning events for faculty, guest speakers and more!

What you need to know

Salary: Compensation will be commensurate to selected hire\xe2\x80\x99s experience.

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.

Required Education and Experience:

• Bachelor\'s degree or equivalent combination of education and experience.
• Three years of experience in office administration.

Required Knowledge, Skills, and Abilities:

• Knowledge of spreadsheet, database, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills with planning and organization skills.

Preferred Experience:

• Experience in TAMU administrative position and experience in student advising.

Responsibilities:

• Administrative - Plans and coordinates administrative activities and services. Coordinates administrative activities for program assistants and faculty which includes coordinating the ordering of books, and overseeing student workers who type, copy, scan, and fax documents. Supervises the creation, maintenance and retention of office files and records. Oversees the preparation of outgoing mail and bulk mail-outs and distributes incoming mail. Assures the confidentiality of mail, correspondence, and reports. Oversees the maintenance of program supplies and equipment. Assists card administrator with the use and management of the department purchase card and maintains related documentation. Plans and coordinates administrative support for specialized activities or project. Responds to non-routine information inquiries. Applies, interprets and communicates University policies and procedures and serves as a resource for such. Monitors office procedures to eliminate duplication of effort and to streamline flow of operations. Develops, evaluates and ensures adherence to office procedures; makes recommendations for process improvements, administrative changes or new initiatives. Analyzes requirements for programs, projects or initiatives; monitors project timelines and identifies issues. Assists in resolving complex, highly sensitive, and confidential administrative matters. Oversees the preparation of agendas and provides staffing assistance to meetings. Attends meetings or committees on behalf of supervisor. Oversees the creation and maintenance of administrative databases. May assist in the development of budgets. Reviews and signs documents for supervisors. Performs administrative tasks using word processing, desktop publishing, presentation, and data management activities and trains staff on the use of these applications. Gathers information and conducts research in support of departmental administrators. Researches, compiles, and applies information, making evaluative judgments on appropriate data to use. Provides direct supervision of assigned student worker(s); assigns tasks and evaluates job progress.

• Advising - Provides academic advice to graduate students. Advises students and prospective students in areas concerning admission and readmission; financial aid, degree programs, academic schedules, course schedules, and course planning and selections. Advises students with academic, probationary, and financial concerns and determines possible courses of action. Provides preliminary approval of degree plans, facilitates the processing of course substitutions, add/drops, Q drops, withdrawals, and change of curriculum. Assists with establishing and monitoring student probationary terms as necessary. Responds to inquiries from students. Interprets university and college policies and procedures. Verifies completion of degree requirements. Prepares various academic and advising reports. Assists with scholarship notification and documentation. Interacts with faculty to provide an exchange of information and to enhance the advisement of students. Provides liaison between college and other university offices regarding admissions, registration, degree audits, and advising. Coordinates textbook adoption for courses each semester. Registers new students. Uses SIMS for student registration, degree audit, and course prerequisites. Exercises independent judgement for the adjustment of student records.

• Administrative support for foreign language program - Schedule language tests, proctor language tests, document student scores, and keep track of language leaders hours. Supports the faculty coordinator to find language leaders, and coordinates the scheduling of tutoring rooms. Supervises, trains and evaluates the work of language leaders/tutors. Oversees GAR space, locker assignments and combinations.

• Travel - Coordinates travel arrangements and prepares itineraries for faculty and course-related student travel. Oversees the preparation of travel and reimbursement forms. Oversees and/or prepares faculty expense documents and expense accounts. Monitors compliance with University policies and procedures.

• Events - Plans and provides logistical and administrative support to program assistants and faculty for events, meetings, guest speakers and other special functions, including on-site support. Assists faculty and students with room scheduling. Maintains keys for authorized access. Manages parking placards. Performs other duties as assigned.

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\xe2\x80\x99s verification of credentials and/or other information required by the institution\xe2\x80\x99s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.

Texas A&M University