Front Desk Operations

What We Want

The Graduate and Professional School is seeking an Administrative Coordinator to oversee front desk and office operations while serving as a primary point of contact for students, faculty, staff, and visitors. The ideal candidate is highly organized, customer service-focused, and proactive, with the ability to manage multiple priorities, coordinate administrative processes, supervise student employees, and support a welcoming and efficient environment that advances the mission of the Graduate and Professional School.

What You Need To Know

Salary: $50,000.00-$55,000.00/annually (based on selected hire's qualifications). Work beyond normal business hours, some evenings and/or weekends may be required for special events. Cover letter and resume are strongly recommended.

Qualifications

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience
• Three years of experience in office administration

Preferred Qualifications:

• Bachelor's degree in business administration, higher education, or a related field
• Five or more years of progressively responsible administrative experience in a higher education or academic setting
• Experience supporting executive-level leadership or managing complex office operations
• Familiarity with Texas A&M University systems and tools, including Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy
• Experience with event planning, project coordination, or student services

Knowledge, Skills, And Abilities

• Ability to effectively communicate both orally and in writing
• Strong interpersonal and organizational skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Ability to work independently and collaboratively with diverse teams
• Skilled in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Knowledge of university administrative procedures, policies, and compliance standards (e.g., FERPA)
• Ability to maintain confidentiality and handle sensitive information with discretion
• Skilled in coordinating meetings, events, and travel logistics
• Ability to learn and utilize enterprise systems such as Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy
• Strong attention to detail and accuracy in data entry, documentation, and reporting

Physical Requirements

• Ability to remain in a stationary position for extended periods while working at a computer or desk
• Ability to move about the office to access files, equipment, and attend meetings
• Ability to lift, carry, and transport office or event materials weighing up to 25 lbs. (e.g., boxes of documents, promotional materials, or supplies for meetings and events)
• Ability to operate standard office equipment, including computers, printers, and scanners
• Ability to travel independently to on-campus and occasional off-campus locations for meetings, events, or training sessions

Essential Duties/Tasks

Front Desk Operations, Supervision, & Customer Service Coordination

• Coordinate daily front desk operations to ensure consistent coverage and service delivery
• Serve as the primary point of contact for walk-in and general inquiries, maintaining a professional and welcoming environment
• Coordinate the recruitment, hiring, onboarding, and training of student employees assigned to front desk operations
• Provide day-to-day supervision of front desk student employees, including assigning tasks, monitoring performance, and supporting adherence to established procedures and service expectations
• Manage scheduling and timekeeping processes for student employees to ensure appropriate coverage
• Monitor front desk operations and identify opportunities to improve efficiency and customer service practices
• Maintain and update front desk procedures, reference materials, and service guidelines
• Escalate complex or sensitive issues as appropriate

Facilities, Access & Emergency Coordination

• Serve as the primary point of contact for facilities-related requests and operational concerns
• Submit, track, and follow up on work orders to support timely resolution of building and workspace issues
• Coordinate building access processes, including keyless entry permissions, updates, and record maintenance
• Work collaboratively with appropriate units to support facilities-related operations and updates
• Assist with the coordination and maintenance of emergency plans, safety protocols, and related administrative documentation to ensure accuracy and compliance
• Coordinate and support safety training initiatives for the Graduate and Professional School, including scheduling, communication, and logistical preparation in collaboration with appropriate university offices
• Communicate facilities, access, and safety-related updates to appropriate stakeholders

Space, Calendar & Resource Coordination

• Manage conference room reservations and maintain shared calendar systems to ensure accurate scheduling and efficient space utilization
• Coordinate requests for shared spaces, ensuring alignment with operational priorities and availability
• Monitor and resolve scheduling conflicts to maintain continuity of operations
• Oversee reservations and use of departmental resources, including vehicles (e.g., golf cart), ensuring proper use, availability, and compliance with university guidelines
• Monitor the condition of departmental resources, including the golf cart, and coordinate maintenance, repairs, and service needs as appropriate
• Maintain and update records related to space usage, reservations, and resource allocation
• Maintain and update standard operating procedures (SOPs) and reference materials related to space scheduling, resource coordination, and operational processes to ensure accuracy and consistency

Inventory & Technology Resource Management

• Maintain inventory of office supplies, equipment, and shared resources, including kitchen and hospitality supplies
• Oversee inventory and tracking of departmental technology equipment, including devices available for checkout
• Coordinate checkout and return of equipment, ensuring proper documentation and accountability
• Monitor equipment condition and availability; coordinate maintenance, replacement, or updates as needed
• Serve as a liaison with information technology support teams to coordinate service requests and assist in resolving technical issues
• Serve as the point of contact for departmental system access and permissions, including coordination of Adobe Sign user access and shared mailbox permissions (e.g., grad@tamu.edu) and related access needs
• Provide guidance to staff and student employees on established processes for requesting access, submitting service requests, and obtaining technical support; refer issues to appropriate support offices for resolution
• Maintain accurate records of inventory, equipment usage, asset tracking, and system access permissions to ensure accountability and compliance

Administrative Operations & DPR Responsibilities

• Serve as the Department Parking Representative (DPR), managing departmental parking processes and communications
• Act as delegated DPR representative for parking validations, including overseeing inventory, distribution, reconciliation, and recordkeeping of parking ticket transactions
• Maintain accurate documentation of parking inventory and usage in accordance with university procedures
• Serve as departmental delegate for FedEx and shipping-related accounts, including processing and monitoring Internal Department Transfers (IDTs)
• Support administrative coordination activities, including records management, documentation, and internal communications
• Assist in maintaining standard operating procedures (SOPs) and operational documentation
• Ensure adherence to applicable institutional policies and procedures

Event & Operational Support

• Assist with event and operational support activities, including required and mandatory all-hands-on-deck events
• Support coordination of logistics, space, materials, and staffing needs to ensure successful execution of events
• Provide additional operational support as needed to assist with departmental priorities and high-volume activities

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