Senior Administrative Coordinator I

About the role

The System Offices is one of several system members within the Texas A&M University System, representing one of the largest systems of higher education in the nation, with a network of 12 universities, a comprehensive health science center, eight state agencies, Texas A&M – Fort Worth and the Texas A&M - RELLIS Campus. The Texas A&M University System mission is to provide education, conduct research, commercialize technology, offer training, and deliver services for the people of Texas and beyond.

Responsibilities

• Provide direct support to high-level administrators.
• Draft and manage correspondence and communications, schedule appointments, manage calendars, and coordinate travel.
• Prepare travel arrangements and itineraries, and approve and process travel reimbursements.
• Compile reports, maintain records and other documents, and coordinate special events.
• Evaluate documents submitted for administrator's signature.
• Provide support for long-range planning and scheduling activities.
• Coordinate administrative support functions and activities.
• Plan, implement, coordinate, analyze, monitor, and evaluate administrative support functions.
• Research and handle special projects.
• Participate in the planning and execution of administrative operations and resolve operating problems.
• Coordinate executive calendars, schedule system-wide leadership meetings, and manage intricate travel itineraries and specialized expense reimbursements.
• Draft, proofread, and compile briefing materials, agendas, meeting minutes, and executive summaries for leadership review.
• Manage secure storage of confidential documents, personnel data, and academic policy materials.
• Execute procurement card (P-Card) transactions and reconcile monthly purchase logs.
• Manage external vendor contracts, process invoices, and resolve billing discrepancies.
• Route system contracts through legal channels for necessary approvals and signatures.
• Gather information from various system members to compile comprehensive reports.
• Monitor inventory levels and order operational supplies to maintain uninterrupted workflows.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Six years of related experience.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to organize work effectively and prioritize objectives with a high level of discretion, independent judgment, and initiative.
• Strong interpersonal and communication skills.
• Strong planning and organization skills.
• Ability to multitask and work cooperatively with others.
• Travel may be required.

Other Requirements

• This is a security-sensitive position and is restricted to U.S. citizens and legal permanent residents only.