Administrative Coordinator II

Job Title

Agency

Department

Proposed Minimum Salary

Job Location

Job Type

Job Description

What We Want

We are seeking a highly organized and proactive Administrative Coordinator II to provide comprehensive administrative and operational support. The ideal candidate excels at managing multiple priorities simultaneously, exercising sound judgment and discretion while ensuring efficient workflows and compliance with established procedures. Success in this role requires strong proficiency with Microsoft Office and other business applications, including word processing, spreadsheets, databases, and presentations. The Administrative Coordinator II is a collaborative professional with exceptional interpersonal and communication skills, capable of building effective working relationships across all levels of the organization. Strong planning, coordination, and organizational abilities are essential to support daily operations, drive productivity, and contribute to the overall success of the team.

What You Need to Know

Salary:Compensation will be commensurate to the selected hire’s experience.  

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.

Qualifications

Required Education and Experience: 

• Bachelor's degree or equivalent combination of education and experience.

• Three years of experience in office administration.

Required 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.

Essential Duties/Tasks

Communication and Stakeholder Engagement

• Manages and coordinates the department's web page updates, ensuring content is current, accurate, and effectively reflects departmental information and news.

• Develops and executes the department's social media strategy, including creating, curating, and scheduling engaging content across relevant platforms to enhance brand awareness and foster community engagement.

• Plans and oversees department-level events, meetings, and conferences, including logistical coordination, communication with attendees and speakers, and ensuring successful execution.

• Supports and promotes current and former student engagement initiatives and events, fostering strong connections with students and alumni.

• Assists in the organization and execution of special functions and projects, ensuring seamless coordination and timely completion.

Administrative Support Coordination

• Monitors office procedures and ensures strict adherence to departmental and university protocols.

• Drafts, edits, and proofreads correspondence, reports, publications, and presentations, providing constructive suggestions for improvement.

• Manages office records retention, maintaining comprehensive office references and resource materials.

• Coordinates the maintenance of office supplies and equipment, ensuring availability and optimal functionality.

• Recommends and implements process improvements and administrative changes to enhance efficiency and effectiveness.

• Provides training and daily supervision for student workers.

• Performs word processing, desktop publishing, presentation, and data management activities with proficiency.

• Prepares, modifies, and verifies documents.

• Cross-trains other staff and student employees, fostering knowledge transfer and redundancy within the administrative team.

• Communicates effectively and professionally with internal and external stakeholders.

Departmental Operations Support

• Coordinates and oversees administrative support functions, activities, and services.

• Coordinates travel arrangements and develops detailed itineraries for unit personnel.

• Plans and coordinates meetings, seminars, and other special events, including scheduling conference rooms, video conferencing, and logistical support.

• Serves as the Departmental Parking Representative (DPR), managing parking-related matters for the unit.

• Provides secondary coverage for front desk operations as needed, maintaining a welcoming and efficient reception area.

• Supports staff and faculty with general operational tasks, contributing to the overall smooth functioning of the unit.

• Assists in coordinating daily business workflow and resolving complex and highly sensitive administrative matters.

• Coordinating maintenance, facilities, and office furniture requests with the appropriate departments and stakeholders to ensure timely resolution.

Special Projects and Reporting

• Conducts special analyses, compiling comprehensive project summaries and reports for various initiatives.

• Contributes to the development and refinement of departmental guidelines and standard operating procedures, ensuring clarity and adherence.

• Monitors and tracks project timelines, identifying potential issues or deviations and proactively communicating progress to stakeholders.

• Prepares and presents financial and statistical reports, providing valuable insights and supporting data-driven decision-making within the unit.

Compliance and Policy Implementation

• Develops and maintains comprehensive knowledge and understanding of relevant federal, state, and institutional guidelines, policies, and procedures to ensure adherence.

• Analyzes incoming inquiries related to compliance matters, providing accurate instructions and guidance for prompt resolution.

• Monitors and verifies the integrity of data submissions, proactively identifying and resolving discrepancies or issues to maintain accuracy and consistency.

• Applies, interprets, and communicates rules, regulations, policies, and procedures effectively to all relevant parties.

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.  

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.