Administrative Coordinator II

About the role

The Administrative Coordinator II coordinates administrative support to the Academic Affairs Office and the Undergraduate Studies in the College of Performance, Visualization & Fine Arts. This position will coordinate with daily program needs focused around classroom enhancement and serve as a resource for the Academic Affairs Executive Assistant, Associate Dean, administrators, faculty, staff, and students.

Responsibilities

• Undergraduate Program Support: Participates in the planning, executing, and coordinating of administrative operations and support in the Academic Affairs Office and the Undergraduate Studies. Coordinates the booking of guest speakers for the classroom, including travel and itineraries. Prepares, reviews and submits guest contracts, invoices and/or expense reports to the business office for payment processing. Coordinates announcements and flyers to listservs or coordinates with MarComm on social media for the Programs. Plans and coordinates logistics (food, reservations, set-up/clean up, promotions, etc.) for student engagements, events, meetings, parties, socials, and program-related art shows. Reviews and submits reports for purchases, emailing guests, and creating and distributing promotional flyers. Maintains records of events and programs and compilation of data and/or reports. Coordinates the maintenance of office supplies and/or faculty requests for educational supplies for the classroom. Coordinates office records retention and maintains office reference and resource materials. Actively participates in internal and external training to advance knowledge. Provides training on internal office policies and procedures as needed.
• Supporting Program Directors: Serves as an information resource for Program Directors, faculty, staff, and students. Researches, interprets, compiles, and responds to inquiries about internal PVFA and University rules, regulations, policies and procedures. Assists Program Directors with creating, updating, maintaining, and troubleshooting basic educational forms/websites/software (PDFs, surveys, documents, presentations, etc.). Coordinates in-person and/or virtual meetings, events, or workshops for Program Directors to include invite management, room/reservation coordination, and set-up/break down. Monitors academic and program deadlines, identifies issues, and informs faculty. Adapts, combines, and coordinates processes and procedures and makes recommendations for changes to streamline operations and improve efficiency. Scans and enters expense receipts for Program Directors. Checks and reconciles Program funds for Program Directors. Compiles reports needed for analysis and recommendation. Assists in the academic course scheduling of assigning rooms and times. Maintains classroom readiness for academic courses.
• Supervision: Assists various PVFA programs and/or faculty with the administrative processes for human resource actions. Hires, trains, manages, and evaluates student workers. Assigns tasks and evaluates job progress. Coordinates, as needed, with other teams for student worker tasks.
• Academic Affairs Support: Provides administrative coordination, support, and problem-solving skills to the Executive Assistant for Academic Affairs and Associate Dean for Academic Affairs. Coordinates with college-wide student engagement/events such as Movie Nights, Howdy Week, Art Jam, and the PVFA Graduation Recognition Ceremony.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Three years of related experience in office administration.
• Ability to travel for business purposes.

Qualifications

• Knowledge, Skills, and Abilities: Knowledge of word processing and spreadsheet applications. Interpersonal and communication skills. Planning and organizational skills. Ability to multitask and work cooperatively with others.
• Preferred Qualifications: Experience with Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Zoom, Google Forms, and Microsoft Teams. Ability to obtain a Class "C" driver's license.

Benefits

• 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 least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn 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