Administrative Coordinator I

Job Title

Agency

Department

Proposed Minimum Salary

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Job Description

What We Want

The Administrative Coordinator will assist with key operations to support the Appelt Aggieland Visitor Center, including but not limited to processing office expenditures, event planning for recruitment events, assisting with the hiring process for student employees, equipment maintenance, and customer service for a high-traffic office. Strong organizational skills and ability to work well with student employees are critical for success in this role.

What You Need to Know

Salary: $45,000.00 - $49,000.00(Based on selected hire’s qualifications).

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Qualifications

Required Education and Experience

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

• Two years of experience in office administration.

Preferred Qualifications

• Experience in planning, coordinating, and executing events of varying scale, including managing logistics, vendor relationships, budgeting, and on-site operations.

• Experience working in AggieBuy, Emburse and Laserfiche.

Knowledge, Skills, and Abilities

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

• Ability to multitask and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organizational skills.

• Demonstrated ability to make sound, informed decisions and exercise independent judgment while managing complex or ambiguous situations with minimal supervision.

• Ability to load and transport materials as needed for hosting events and programs, which may include lifting and setting up heavy equipment. A valid driver’s license is required. Ability to develop proficiency in office technology platforms including When I Work, a scheduling tool, and Slate, a CRM, for program management and visitor check-in.

Essential Duties/Tasks

Event Planning and Administrative Coordination

• Plans, organizes, and assists with the execution of events such as recruitment activities, open houses, special educational events, banquets, and staff training.

• Assists with daily campus visitor service operations as needed.

• Coordinates event organization logistics which can include venue booking, catering, agenda creation, parking validations, staff instructions, nametags, promotional items, table decorations, playlist management for music, slides or video, and guest check-in.

• Maintains records and processes for event planning. Reviews facility agreements for equipment and event set-up accuracy.

• Assists with set-up, including power points and music, before meetings, training and events to ensure microphone and accessibility requirements are met; troubleshoots as necessary.

• Provides on-site support for major events, trainings and programs including set-up, tear down and student worker management.

• Reviews daily tour and recruitment program surveys and/or assessments to incorporate feedback from participants, planners and vendors to inform future planning processes. Promptly elevates any concerns to the director as needed.

Office Management

• Assist with the overall management of the Appelt Aggieland Visitor Center. Promptly and accurately pays invoices for events, programs, office supplies, subscriptions, Amazon purchases and other goods and services required for Visitor Experience operations.

• Oversees office contracts including Xerox, warranties and subscriptions.

• Under the supervision of the Assistant Director, performs business functions such as coordinating the inventory, ordering of supplies and equipment, processing work orders, submitting purchase orders, billing, maintenance of files, and distribution of apparel for 100+ student employees.

• Maintains storage area supplies/promotional items both on campus and at off-site storage unit.

• Provides support as needed to Howdy Crew student employees to warmly welcome visitors to Texas A&M University.

• May greet guests, answer phone lines, monitor shared email accounts, sort and distribute mail, and assist with general help desk duties.

• Receives and organizes paperwork from student employees, such as class schedules, employment forms or TrainTraq certificates.

• May assist with the hiring process for student employees, including recruitment and interviewing.

• Coordinating maintenance, facilities, and office furniture requests with the appropriate departments and stakeholders to ensure timely resolution.

• Develops, evaluates, and makes recommendations for process improvements, administrative changes, or new initiatives.

Administrative Support

• Coordinates travel arrangements, prepares expense reports, and assists with budget management for Visitor Experience travel.

• Serves as departmental parking representative.

• Participates in staff training and contributes to a supportive, positive workplace culture within a high-energy office setting.

• Assists the team in calendar scheduling for regular meetings, training, events, or key dates.

• Coordinates the preparation of agendas for meetings and presentations. Records minutes for meetings or trainings.

• Provides general administrative support to the Visitor Center team.

Who We Are

The Appelt Aggieland Visitor Center under the Office of Admissions annually welcomes over 80,000 visitors for an immersive introduction to Texas A&M University’s rich history, traditions and academic excellence. More than 100 students work on the Howdy Crew alongside a small staff of full-time employees to provide campus tours, host recruitment programs, and coordinate other special events that excite prospective students and their families about Aggieland.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• Medical,prescription drug,dental,vision,life and AD&D,flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays

• Up to eight hours of paid sick leave and at leasteight hours of paid vacation each month

• Automatic enrollment in theTeacher Retirement System of Texas

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to freeLinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more

• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

• Living Well, a program at Texas A&M that has been built by employees, for employees

Our Commitment

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

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.