Administrative Coordinator

Agency

Department

INSTRUCTIONS TO APPLICANT:

During the application process the My Experience page has a section provided Attachments (Resume/CV References Cover letter etc.) to upload required documents.

• Use the Upload button to add each document.
• You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
• All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
• Incomplete or improperly submitted applications may be excluded from consideration.
• Please do not withdraw your application in an attempt to upload a missing document instead please email HR for help.

Please provide the following documents:

• Cover Letter
• Resume/CV
• Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
• Transcripts (Unofficial will be accepted with application. Official transcripts are required upon acceptance of verbal offer).
  If transcripts are from an international institution it is the responsibility of the prospective faculty member to have the transcripts translated and evaluated by an approved credential evaluator.

If you need assistance please contact us at

SUMMARY:

The Administrative Coordinator for the Student Success Center supports the internal operations and administrative functions of the Center and its affiliated departments by managing student information systems ensuring compliance with university state and federal regulations and maintaining data integrity and security. This role focuses on coordinating departmental processes preparing reports tracking resources and streamlining workflows to enhance efficiency. The coordinator provides essential behind-the-scenes support that enables faculty and staff to deliver student success initiatives effectively while upholding policies such as FERPA and Texas A&M University System guidelines.

DUTIES & RESPONSIBILITIES:

• Manage and interpret East Texas A&M University and Texas A&M University System policies operating practices and administrative/technical procedures related but not limited to to student success and operations of Academic Advising Money Management Student Career Preparedness and Student Transitional Support
• Monitor compliance with policies and procedures and recommend process improvements administrative changes or new initiatives.
• Perform special analyses and prepare project summaries. Supervise the creation maintenance and retention of office files and records.
• Coordinate budget development tracking and reporting for the center ensuring accurate allocation and reconciliation across all three departments.
• Manage departmental travel purchasing and financial transactions including Famis Canopy AggieBuy Emburse and Concur travel transactions for the Student Success Center. Receive coordinate and process departmental invoices and service agreements.
• Coordinate travel arrangements and prepare itineraries. Organize meetings seminars and special events and provide on-site support as needed.
• Manage the submission and tracking of all maintenance and repair work orders for the centers facilities and equipment. Coordinate with Facilities Management and department heads and other center administrative support regarding key requests key audits and security protocols for all physical access points within the center.
• Oversee inventory and maintenance of files records office supplies and equipment. Act as supervisor when required on official Student Success Center business. Manage communications in writing and in person including meetings internal memos and overall suite communications.
• Provide support to Student Success Center staff regarding schedules committee membership and office meetings.
• Prepare and route paperwork for hiring terminations and reclassifications as well as create all EPA documents for personnel.
• Manage accurate and timely data entry of academic course updates scheduling information and curriculum changes directly into the Banner Student Information System.

• Remain competent and current through self-directed professional reading developing professional contacts with colleagues attending professional development courses/conferences and attending training and/or courses required by the supervisor.
• Assist in promoting an office culture that prioritizes hospitality collaboration and employee wellbeing.
• Contribute to the overall success of the Student Success Center by performing all other duties and responsibilities as assigned.

MINIMUM REQUIREMENTS:

• Education: Bachelors degree or an equivalent combination of education and experience is required.
• Experience / Knowledge / Skills: Two (2) years of related experience are required. Working knowledge of or the ability to learn and use database applications customer relationship manager (CRM) system and other systems or applications that may be used within the University or division is required. The ability to operate and troubleshoot electronic office equipment computers and peripherals is required. Effective verbal and written communication skills are required.
• Ability to: Multitask and work cooperatively with others. Work with sensitive information and maintain confidentiality. Organize and set priorities maintain records interpret and prepare reports and compose memoranda and letters. Work a flexible schedule beyond normal hours of 8:00 am to 5:00 pm which may include weekend hours is required.

• Licensing/Professional Certifications: None
• Physical Requirements: Ability to sit for extended periods during scheduled shifts. The ability to lift 30 lbs. and travel between multiple locations for off-site work assignments.
• Other Requirements: None

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

A degree is preferred. Proficiency with FAMIS/CANOPY WorkDay LaserFiche SharePoint Ellucian-Banner Navigate EAB Emburse and Concur is preferred. Administrative support experience within an academic unit/division in higher education is preferred. Experience in maintaining monitoring and reconciling financial records and accounts is preferred.

SUPERVISION OF OTHERS:

Professional staff (Administrative Assistant) and student workers as needed.

WHY WORK AT EAST TEXAS A&M UNIVERSITY

Competitive Benefits & Work-Life Balance:

• Employee tuition assistance for masters and doctoral programs.
• Comprehensive benefits package including health dental vision life and long-term disability insurance.
• ETAMU contributes to employee health and basic life insurance premiums.
• 12-15 days of annual paid holidays plus up to eight hours of paid sick leave and vacation each month.
• Automatic enrollment in the Teacher Retirement System of Texas (TRS) with optional additional retirement plans (ORP).
• Physical wellness program and wellness release time for eligible employees.

Career Growth & Development:

• Access to cutting-edge research opportunities at a designated R2 Research Institution.

Academic Excellence:

• ETAMU is ranked among the top 30% in five online degree programs and offers national recognized academic programs.
• Over 140 degree programs including nationally ranked online and graduate options.
• First accredited institution to offer a competency-based bachelors degree in criminal justice.
• Distance education offerings in Corsicana Dallas Frisco McKinney Mesquite Bryan and online.

State-of-the-Art Facilities:

• Work in advanced facilities such as the 113470-square-foot Nursing and Health Sciences Building featuring a state-of-the-art simulation hospital and a 1300-acre agricultural research farm.

Vibrant Campus Life:

• Engage with over 95 student organizations and 14 NCAA Division I athletic teams contributing to a thriving campus community.

Prime Location & Growth:

• Enjoy the benefits of working in rapidly growing regions with abundant career opportunities at six locations across Dallas and Northeast Texas.

Visit us on our social media:

• Facebook Twitter Instagram YouTube LinkedIn and ETAMU News

All positions are security-sensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.