Administrative Coordinator

Job Title

Administrative Coordinator

Agency

Texas A&M University

Department

Procurement Services

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Administrative Coordinator I works under general supervision and provides administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance.

Essential Duties/Tasks

Administrative Operations Management

• 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 office records retention and maintains reference materials

• 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

• Reviews and signs documents for supervisors

• Serves as primary or backup administrative support to assigned functional areas

Support and Coordination

• Provides administrative support for executive staff and various team members

• Coordinates meetings, conferences, and special events

• Ensures compliance with office policies and procedures

• Assists with content and maintenance of office website

• Provides support for exam processing and assessment platforms

• Compiles and distributes candidate itineraries and schedules for interviews

• Coordinates logistical arrangements for staff events and meetings

HUB Administration

• Enter, update, and maintain data within the State of Texas Legislative Budget Board (LBB) system, ensuring accuracy and compliance with reporting requirements

• Manage and maintain insurance certificates within the Origami software platform, ensuring documentation is current and properly recorded

• Provide support for the departmental help desk ticketing system, including monitoring, routing, and assisting with resolution of service requests

• Support the Historically Underutilized Business (HUB) Program by assisting with monthly, semi-annual, and annual reporting requirements, as well as reviewing and processing HUB Subcontracting Plan (HSP) packets for completeness and compliance

• Post procurement solicitations to the State of Texas Electronic State Business Daily (ESBD) in accordance with applicable statutes and internal procedures

• Coordinate and maintain calendars for the Executive Director and Director, including scheduling meetings and managing appointments

• Serve as the initial point of contact for the department by answering and directing calls on the main phone line in a professional manner

• Perform additional administrative and operational duties as assigned to support departmental objectives

Compliance and Policy Oversight

• Monitors compliance with office policies and procedures

• Analyzes requirements for projects or initiatives

• Provides technical information regarding administrative procedures

• Assists in establishing procedures to ensure compliance with regulations

Staff Training and Supervision

• Supervises and trains student workers and support staff

• Assists in the development of processes for student onboarding

What You Need to Know 

Salary: $45,000 annually

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience

• Bachelor's degree or equivalent combination of education and experience

• Two years of experience in office administration

Knowledge, Skills, and Abilities

• Ability to multitask and work cooperatively with others

• Knowledge of word processing, spreadsheet, database, and presentation applications

• Interpersonal and communication skills

• Planning and organization skills

Other Requirements and Factors

• This position is security sensitive

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

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.