Senior Administrative Coordinator I

Who We Are

The Institute for a Disaster Resilient Texas (IDRT) at Texas A&M University brings together research, data, and collaboration to strengthen communities against natural hazards. Established to bridge the gap between science and decision-making, IDRT delivers cutting-edge analytics, tools, and evidence-based solutions that support state agencies, partners, and local communities in preparing for, responding to, and recovering from disasters. Through innovative research and a commitment to public impact, we help build a more resilient Texas for the long term.

Learn more about IDRT.

What We Want

The Institute for a Disaster Resilient Texas is seeking a highly organized and proactive professional who excels at managing complex administrative operations, coordinating multiple priorities, and supporting strategic initiatives. The ideal candidate demonstrates strong judgment, attention to detail, and a commitment to operational excellence, ensuring efficient resource management, regulatory compliance, and effective support for leadership while advancing the mission of the Coastal Texas Flood Protection Research and Review Council.

Responsibilities

• Coordinates administrative support functions.
• Plans and coordinates administrative activities and services.
• Supervises assigned staff and determines work priorities.
• Participates in the planning and execution of administrative operations.
• Monitors project timelines and identifies issues.
• Develops administrative objectives and strategies.
• Formulates and implements management policies or operating practices.
• Assists in the development of budget and financial records management.
• Monitors compliance with policies and procedures.
• Coordinates office records retention and maintains office resources.
• Acts as a liaison with relevant teams and departments.

Support for Leadership and Staff

• Provides advanced administrative support to the leadership team while maintaining confidentiality.
• Serves as the direct contact to staff by providing guidance on administrative activities.
• Coordinates travel arrangements and prepares itineraries for administrators.
• Manages travel and purchasing documentation, prepares invoices for processing, and coordinates the timely submission of supporting records to the Operations team.
• Communicates objectives and decisions to staff on behalf of leadership.
• Evaluates documents submitted for administrator’s signature.
• Serves as backup for the property officer and assists with inventory certification.
• Provides expert advice to program directors regarding administrative procedures.

Event Planning and Coordination

• Plans and coordinates meetings, seminars, and other special events.
• Secures and coordinates event venues, catering services, room setup, audiovisual equipment, and other logistical arrangements to support meetings, seminars, and special events.
• Makes arrangements for visitors and dignitaries.

Records Administration and Compliance

• Coordinates and supervises the processing of student record updates.
• Ensures compliance with state, local, and federal guidelines regarding records management.
• Researches and communicates relevant policies and procedures regarding academic records.
• Monitors document management tasks and evaluates process improvements.
• Coordinates the organization, retention, storage, and retrieval of records and documents in accordance with established policies and procedures.

Requirements

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

Skills

• Ability to multitask and work cooperatively with others.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.
• Interpersonal and communication skills.
• Planning and organization skills.
• Ability to effectively communicate both orally and in writing.
• Ability to positively and professionally interact with clients and staff.
• Excellent communication and presentation skills.

Pay

$38.00 - $42.00 hourly

Schedule

Temporary/Casual Staff (Fixed Term)

This position is funded from grant and/or contract funding, which is renewed through provisions of the grantor or the contract. Therefore, this position is contingent upon continuation of funding from these grants and/or contracts, as well as satisfactory job performance. Ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.