Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Bush School Of Government And Public Service

Proposed Minimum Salary

$3,750.00 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

What We Want

We're looking for a detail-oriented administrative professional who thrives on keeping leaders organized, managing complex calendars, coordinating travel, and ensuring every detail is handled with accuracy and care. The ideal candidate enjoys managing complex calendars, coordinating travel arrangements, handling administrative logistics, and ensuring every detail is accurate and completed to a high standard. You'll serve as a key support partner to Institute leadership, confidently coordinating meetings, events, vendors, and external stakeholders while balancing multiple priorities. Success in this role requires exceptional organization, strong communication skills, and a proactive approach to problem-solving. If you thrive in an administrative-focused environment, enjoy event and logistics coordination, and take pride in producing polished, professional work, we'd love to hear from you.

What You Need to Know

Salary: Starting at $45,000/annually.

Cover Letter/Resume: A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.

Other Requirements and Factors:

• This position may require work beyond normal office hours and/or work on weekends.
• May require the ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.
• This position is funded from grant and/or contract funding, which is renewed through provisions of the grantor of the contract. Therefore, this position is contingent upon continuation of funding from these grants and/or contracts, as well as satisfactory job performance.

Qualifications

Required Education and Experience:

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

Knowledge, Skills, and Abilities:

• Ability to multitask and work cooperatively with others.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Interpersonal and communication skills.
• Planning and organization skills.
• Detail oriented.

Essential Duties/Tasks

Event Planning and Communications

• Coordinate logistics for meetings, conferences, lectures, workshops, dinners, and other program events, including, but not limited to managing schedules, booking travel, coordinating with speakers and attendees, securing venues, arranging equipment and audiovisual support, managing catering, creating event websites, overseeing attendee registration, and responding to inquiries and special requests.
• Serves as primary liaison with speakers, guests, university partners, co-sponsoring organizations, vendors, and other external stakeholders.
• Serves as primary point of contact for assigned events and meetings, ensuring timely communication and effective coordination before, during, and after each event.
• Develops, edits, and maintains event materials, agendas, itineraries, briefing materials, attendee lists, and other program documents.
• Promotes Institute events, programs, research, and publications to internal and external audiences through email communication, announcements, digital platforms, and other outreach efforts.
• Assists with content development and maintenance of the Institute website and other digital communications platforms.
• Coordinates event-related communications and follow-up, including invitations, reminders, post-event communications, and distribution of materials.

Administrative

• Provides administrative support for Institute leadership and team members.
• Maintain and optimize calendars for Institute Leadership, including coordinating meetings, appointments, and commitments.
• Oversees scheduling and travel arrangements for Institute Leadership, visitors, speakers, and other guests as needed.
• Coordinates logistical arrangements for meetings, appointments, and Institute activities.
• Drafts, edits, and proofreads correspondence, memoranda, reports, and other administrative documents.
• Process payments, invoices, purchasing requests, travel reimbursement, and other financial transactions in accordance with the university policies and procedures.
• Monitors the Institute's general email account and serves as a primary point of contact, responding to inquiries or directing requests to the appropriate team member.
• Maintains organized administrative records and files.
• Ensures compliance with university and Institute policies and procedures, and administrative requirements.

Program Support and Publications

• Develop promotional and communications materials including emails, posters, announcements, newsletters, web content, and other outreach materials.
• Coordinates the Institute's newsletter, including gathering, editing, and organizing content and supporting distribution.
• Analyzes requirements for projects, programs, and special initiatives and assists with developing timelines, resources, and implementation plans.
• Provides administrative support and logistical support for Institute programs, research initiatives and special projects.
• Serves as primary contact between the Institute, publishers, authors, editors, and other external partners to facilitate effective communication and coordination.
• Coordinates publication related materials, timelines, correspondence, and administrative processes as needed.
• Assists with special projects, identifies and resolves general administrative and operational issues, and ensures compliance with applicable university policies and guidelines

Who We Are

The Bush School of Government and Public Service, https://bush.tamu.edu, was founded in 1997, under President George H.W. Bush's philosophy that public service is a noble calling. Since then, the Bush School has continued to reflect that notion in curriculum, research, and student experience as the Bush School prepares students to become principled leaders in their fields and to reflect the value of public service throughout their careers.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• 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

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 experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

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

Equal Opportunity/Veterans/Disability Employer.