Administrative Coordinator I

Agency

Department

What We Want

The Mays Business School Undergraduate Programs Office is seeking an Administrative Coordinator I who brings professionalism organization and a welcoming presence to our studentfocused team. This individual will serve as the first point of contact for the office offering courteous support to students staff and visitors. They will manage a variety of administrative tasks including answering the main phone line coordinating room reservations and assisting with daytoday needs. The role also includes maintaining office supplies and equipment to ensure a smooth and efficient addition the coordinator will support meetings scheduling and special events that contribute to the success of the Undergraduate Programs Office. If you are someone who enjoys helping others and takes pride in creating a positive wellorganized experience we encourage you to apply.

What You Need to Know

Salary: $45000/annually

Cover Letter/Resume: A cover letter and resume will assist us in our review of your application can be uploaded on the application under CV/Resume.

Essential Duties/Tasks

Front Desk Management

• Primarily manages the UPO front desk providing a professional and welcoming environment for students and visitors.

• Serve as first point of contact for Undergraduate Programs Office (UPO). Direct students/guests to appropriate advisor/staff.

• Monitor advising appointments for advisors.

• Open and close office and ensure front desk is properly staffed.

• Maintain organization and appearance of reception area including lobby and front desk.

• Through student staff management and back-up support ensure consistent professional and trained coverage of front desk for in-person and telephone coverage.

• Strategic planning of students checking in with advisors.

Supervise Student Staff Team

• Recruit hire onboard train and supervise student staff for coverage of front desk and administrative support.

• Working closely with student employees on their schedules every semester.

• Approving time off and payroll.

Student Advising Support

• Address advising questions presented at the front desk that can be addressed quickly without meeting an advisor directing students to appropriate resources when necessary.

• Manage both the and email in-boxes ensuring that messages are addressed in a professional and timely manner with correct information. This includes routing complex questions to the appropriate resource.

Administrative Tasks

• Oversees planning and execution of administrative operations.

• Maintains daily office calendar and appointment monitoring.

• Reviews and monitors project and program timelines and proactively identifies issues.

• Coordinates inventory and maintenance of office supplies and equipment.

• Researches and responds to inquiries about office procedures and processes.

• Coordinates logistical arrangements for travel meetings and events.

• Develops and maintains administrative office procedures.

• Serves as primary or backup administrative support to assigned functional areas

• Coordinate calendars for ADUP UAO Director and RSEO Director ensuring efficient scheduling and time management.

• Act as Emburse delegate for the ADUP as well as UAO and RSEO directors managing receipts and expense reports.

• Schedule unit/department meetings and select events including:

  • Coordinate schedules among team members.

  • Book meeting spaces

  • Order food/drink/meals for unit/department meetings as needed

  • Set up and clean up from unit/department meeting

• Manage common area meeting space reservations for UPO owned spaces (Loft 255 gathering area conference room and classrooms for meetings other than class)

• Work with UAO staff to ensure Navigate or other advising scheduling tools are structured optimally for student access and check-in.

• Manage Wrike requests for student worker tasks.

• Manage incoming and outgoing mail for UPO.

Qualifications

Required Education and Experience:

• Bachelors degree or equivalent combination of education and experience.

• Two years of experience in office administration supporting leadership or related.

Preferred Qualifications

• Experience scheduling supervisors calendars.

• Office management experience.

• Experience monitoring multiple projects with different timelines.

• Supervisory or team lead experience.

• Event planning experience.

• Experience working with students.

• Experience with forward-facing role.

• Demonstrated experience with intense multi-tasking during peak times (answering phones greeting visitors and answering student questions).

• Experience with database management.

Knowledge Skills and Abilities

• Ability to multitask and work cooperatively with others.

• Interpersonal and communication skills.

• Planning and organization skills.

Who We Are

Texas A&M Universitys Mays Business School is a vibrant learning organization of more than 175 faculty members 125 staff members and 6400 undergraduate and graduate students in accounting finance management management information systems marketing and supply chain management. Mays Business Schools vision is building a better future through business. To fulfill this vision our mission is developing leaders of character who make a positive difference in the communities where they live work and serve.

The Business Undergraduate Special Programs at the Mays Business School:

• Business Honors - helps to develop our students unique strengths and prepare them for a successful professional career. Our students maintain academic excellence throughout their studies and can double major. Business Honors students have a 100% job placement or graduate school placement. Freshmen who are selected for Business Honors enter Mays Business School as Business Honors (BHNR) Business Honors students also pursue a second business major of their choice. The Business Honors curriculum is designed to allow students to complete both majors in four years. Upon graduation students can earn one degree (BBA) with two majors (Business Honors and a second major). Business Honors students can add a second major in Accounting Finance Management (4 tracks available) Management Information Systems Marketing (5 tracks available) or Supply Chain Management as well as complete minors certificates and 41 masters programs.

• Undergraduate Advising Office - Undergraduate students receive customized academic advising from a team of full-time professional advisors.

• Student Experience Office - Texas A&M and Mays Business School are committed to providing high-impact learning experiences to students at all levels. The Reliant Student Experience Office leads several of these high-impact opportunities for Mays undergraduate students including Business Fellows Business Honors and the Freshman Business Initiative. We also partner with and promote the special programs housed in other departments.

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives talents & lived experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect Excellence Leadership Loyalty Integrity and Selfless Service.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

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.