Administrative Coordinator I

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Job Description

A Glimpse of the Job

The USC Administrative Coordinator I provides administrative and program support for the University Staff Council (USC), including coordinating meetings, events, facilities, materials, purchasing, and general program activities. Maintains program communications and digital resources, including the USC website, listservs, Google Drive, and SharePoint. Serves as a resource for USC programs, policies, procedures, and day-to-day operational needs.

Essential Duties and Responsibilities:

USC General Support

• Prepares and disseminates meeting materials, scheduling, and logistics for the University Staff Council (USC) monthly meetings, executive officer/committee chair meetings, and various committee meetings.

• Assists in coordinating and scheduling events including open forums, new member orientations, and other activities.

• Coordinates room reservations, orders refreshments, and all other logistical needs, including but not limited to audio/visual needs and equipment.

• Provides on-site assistance at all USC events and provides name tents, sign-in sheets, and other materials for each meeting.

• Ensures that USC member name tags, shirts and other logo items are ordered and delivered in partnership with the secretary.

• Assists in the purchasing and delivery of plaques, certificates, and other awards.

• Prepares correspondence, conducts research, and produces certificates of appreciation, etc.

• Serves as initial resource, in person and by phone, on USC programs, services, policies, and procedures.

• Monitors compliance with policies and procedures.

• Receives mail and other correspondence and disseminates accordingly.

Communications and Systems Coordination

• Oversees and maintains program website content to ensure information is accurate, current, accessible, and consistent with organizational standards.

• Manages program listservs and electronic distribution lists, including membership updates and dissemination of program communications.

• Organizes and maintains shared electronic files, including Google Drive and SharePoint.

• Serves as a point of contact for routine website, shared-drive, communication platform, and meeting/facilities coordination needs.

• Develops and maintains procedures for digital file organization, shared resources, and administrative communication systems to support efficient program operations.

Other Duties

• Performs other duties as assigned.

What you need to know

Salary Range: $21.64-23.80 hourly

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

Other Factors: Part-time, Onsite in College Station, TX

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience.

• Two years of related experience.

Preferred Qualifications:

• Experience providing administrative or program coordination support.

• Experience coordinating meetings, events, or facility needs.

• Experience maintaining website content and electronic communications.

• Experience using Google Workspace, Microsoft Office, and/or SharePoint.

• Experience managing shared files, distribution lists, or other digital resources.

• Strong organizational, written communication, and customer service skills.

• Ability to manage multiple priorities and work collaboratively with groups.

Knowledge, Skills, and Abilities:

• Knowledge of Texas A&M University structure.

• Working knowledge of data entry, spreadsheets, presentations, and word processing software programs.

• Knowledge of shared document management systems, including SharePoint and Google Drive.

• Knowledge of electronic communication tools, including listservs and distribution lists.

• Skill in organizing and maintaining electronic files and shared resources.

• Excellent written and verbal communication and customer service skills.

• Ability to plan and organize effectively, including meetings and events.

• Ability to deal with sensitive information and maintain confidentiality.

• Ability to multi-task and work cooperatively with others.

• Ability to work independently once given a project.

Physical Requirements:

• Ability to perform primarily sedentary work with occasional standing and walking.

• Ability to operate standard office equipment and computer systems.

• Ability to occasionally lift, carry, and move materials or supplies.

• Ability to assist with meeting and event setup, including arranging materials, signage, and equipment.

• Ability to travel between campus locations for meetings and events.

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.