Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

East Texas A&M University

Department

Honors Program

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 at HR.Hiring@tamuc.edu .

Salary Commensurate

SUMMARY:

Works under general supervision and is responsible for administrative support of the Honors College to include specialized activities that require the exercise of discretion and independent judgement. 

As a proud member of the third-largest institution in the Texas A&M University System, ETAMU fosters a strong professional environment that supports career growth and academic excellence.

ETAMU is a fast-growing public university with a strong reputation for academic excellence, research innovation, and student success. With over 140+ degree programs, a 20:1 student-to-faculty ratio, and nationally ranked online and graduate programs, ETAMU is committed to transforming lives through quality education. Our employees benefit from a collaborative community, cutting-edge research opportunities, and outstanding resources.

DUTIES & RESPONSIBILITIES:

• Office Management: Under general supervision, provides advanced administrative support work to include maintaining office schedules and developing office procedures for new, complex or specialized functions. Provides office management and clerical duties for the department, including keeping minutes, drafting correspondence and communications, and assisting with typesetting of articles, and reports. Performs word processing  and desktop publishing.
• Procedure and Policy Library: Researches, explains, applies, interprets, and communicates Honors College policies and procedures to internal and external stakeholders, and monitors compliance.
• Data and Record Keeping: Maintains a variety of tracking systems for fiscal, administrative, and academic records. Verifies, processes, and reviews forms, reports, tables, and other documents. Performs special analyses and project summaries, and maintains a project management dashboard to track unit progress in meeting strategic goals. 
• Event Planning and Travel: Assists in planning seminars, special events, and meetings, including facilities rental, equipment purchase, and food/catering. Initiates and processes all travel requests and travel planning for the Dean, staff and students in accordance with ETAMU, TAMUS, and State guidelines.   Processes all travel expense reports.
• Day to Day Business Operations: Ensures compliance related to payroll, purchasing, and accounts payable. Utilizes various payment mechanisms used by the University (ex., Procurement cards, IDOs, Purchase Orders, Corporate Travel Cards).  Initiates and/or assists with vendor contracts, MOUs, receipts, and quotes with documentation for submission and processing. Coordinates the maintenance of files, records, office supplies, or equipment. Maintains office reference materials including online office materials. May deliver, pick up, or receive cash payments, documents, supplies, or materials. Works closely with printing vendors for Honors College materials, including shirts, promotional and other organizational materials.
• Supervision and HR Liaison: Assists in the hiring, training, and supervision of student workers and support staff, including processing complex confidential matters.  Serves as the HR Contact, Benefits Contact, Timekeeper, and Absence Partner for the Honors College department. Processes monthly and bi-weekly Payroll reports for the department.
• Customer Service: Assist visitors with general inquiries. Assists the Dean, staff and Honors College students with student matters, including student contracts (housing, scholarships, etc.). May work as a liaison to manage student issues by working with the Office of the Registrar, Financial Aid, Residential Life and Learning, the Office of Admissions, and other stakeholders as appropriate.
• Performs other duties as a assigned.

REQUIRED EDUCATION & EXPERIENCE:

• Bachelor's degree or equivalent combination of education and experience.
• Two years of related experience.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Technology proficient and solution oriented with a working knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to multitask and work cooperatively with others in a fast-paced environment.
• Customer service-oriented and personable to support a welcoming environment to all students.
• Strong interpersonal, written, and oral communication skills.
• Detail oriented with strong planning and organization skills.

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

• Proficiency with FAMIS/CANOPY, Concur/Emburse, and BANNER.
• Experience in event planning and coordination.
• Administrative support experience within an academic unit/division in higher education.
• Familiarity with distribution and e-signature software such as Adobe Sign, DocuSign, or others.
• Certification in project management, Microsoft Office, or Adobe Creative Cloud.

SUPERVISION OF OTHERS:

• Student workers, graduate assistants, or student interns

WHY WORK AT EAST TEXAS A&M UNIVERSITY?

Competitive Benefits & Work-Life Balance:

Career Growth & Development:

• Access to cutting-edge research opportunities at a designated R2 Research Institution.

Academic Excellence:

• ETAMU is ranked among the top 30% in five online degree programs and offers national recognized academic programs.
• Over 140 degree programs, including nationally ranked online and graduate options.
• First accredited institution to offer a competency-based bachelor’s degree in criminal justice.
• Distance education offerings in Corsicana, Dallas, Frisco, McKinney, Mesquite, Bryan, and online.

State-of-the-Art Facilities:

• Work in advanced facilities such as the 113,470-square-foot Nursing and Health Sciences Building, featuring a state-of-the-art simulation hospital and a 1,300-acre agricultural research farm.

Vibrant Campus Life:

• Engage with over 95 student organizations and 14 NCAA Division I athletic teams, contributing to a thriving campus community.

Prime Location & Growth:

• Enjoy the benefits of working in rapidly growing regions, with abundant career opportunities at six locations across Dallas and Northeast Texas.

Visit us on our social media:

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned. This job description is not an employment agreement or contract.  The University has the exclusive right to alter this job description at any time without notice. Acceptance of this position shall include your agreement to abide by applicable State and Federal law, policies and regulations of the Texas A&M University System, and rules and procedures of East Texas A&M University. You agree to follow and comply with all policies, rules and regulations as a condition of employment.

East Texas A&M University is an Equal Opportunity/Veterans/Disability Employer.

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.