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Job Title
Senior Administrative Coordinator II

Agency
Texas A&M Agrilife Research

Department
Marketing and Communications

Proposed Minimum Salary
Commensurate

Job Location
College Station, Texas

Job Type
Staff

Job Description

About Texas A&M AgriLife

Texas A&M AgriLife is comprised of the following Texas A&M University System members:

• Texas A&M AgriLife Extension Service
• Texas A&M AgriLife Research
• College of Agriculture and Life Sciences at Texas A&M University
• Texas A&M Forest Service
• Texas A&M Veterinary Medical Diagnostic Laboratory

As the nation's largest most comprehensive agriculture program, Texas A&M AgriLife brings together a college and four state agencies focused on agriculture and life sciences within The Texas A&M University System. With over 5,000 employees and a presence in every county across the state, Texas A&M AgriLife is uniquely positioned to improve lives, environments and the Texas economy through education, research, extension and service.

Click here to learn more about how you can be a part of AgriLife and make a difference in the world!

The Senior Administrative Coordinator II, under general supervision from the Director of Marketing and Communications, will function as the office manager, organizing administrative support for the Department of Marketing and Communications, exercising discretion and independent judgment with respect to matters of significance.

Responsibilities:

Administrative Duties

• Establishes goals and objectives for administrative operations and assists in developing and adjusting methods and procedures.
• Analyzes internal processes and timelines and recommends/implements procedural or policy changes.
• Plans, coordinates, monitors, and evaluates administrative support functions and daily office operations.
• Assists in the development of administrative operations and making adjustments to methods and procedures.
• Coordinates departmental onboarding for new hires, including scheduling, equipment setup, office preparation, staff shirts, network access, ID cards, parking assignments, swipe access and ensures all required documentation is completed and submitted to Unit Business Services HR.
• Coordinates offboarding processes, including facilities notifications, equipment retrieval, and removal of system and building access.
• Provides comprehensive administrative assistance to the Director of Marketing and Communications, including calendar management, scheduling, and preparing agendas and minutes.
• Coordinates travel arrangements and reimbursements.
• Plans and coordinates meetings, seminars, and special events.
• Prepares and distributes reports, presentations, and communications on behalf of leadership.
• Serves as a liaison between leadership and staff to support communication and follow-up on action items.
• Researches, compiles, and applies information to support evaluative decision-making.
• Oversees office supplies and equipment maintenance and recommends administrative improvements or new initiatives.
• Monitors office procedures to ensure compliance.
• Coordinates office records retention and maintains office references and resources materials.

Financial

• Provide support to department employees in reconciling credit card transactions, ensuring that all expenditures are accurately documented and compliant with institutional policies.
• Working with Unit Business Services regarding billing and invoicing processes, including departmental purchases, vendor services, and interdepartmental transactions.
• Working with Unit Business Services to maintain accurate and current financial records and assist with ongoing budget monitoring and forecasting needs.
• Coordinate with the Unit Business Services to resolve discrepancies, process expense reports, and ensure timely payment of invoices on behalf of the department.
• Collaborate with Unit Business Services to monitor spending against established budget allocations and proactively notify leadership of any potential issues or variances.
• Assist with travel arrangements.

Other

• Performs other duties as assigned.

Required Education and Experience:

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

Required Special Knowledge, Skills, and Abilities:

• Strong planning, organizational and time management skills.
• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.
• Ability to adapt rapidly to changing situations or last-minute challenges.
• Ability to multitask and work cooperatively with others.
• Strong interpersonal skills, excellent verbal and written communication skills, and attention to detail.
• Strong knowledge of word processing, spreadsheet, database, presentation software.

Preferred Education and Experience:

• Experience working in higher education, office administration, or program coordination.
• Previous experience managing other research or academic programs at Texas A&M University is a plus, but not required.

Preferred Special Knowledge, Skills, and Abilities:

• Ability to learn new systems or software independently.
• Ability to cultivate and maintain professional working relationships.
• Basic website/online portal experience.
• Experience with TAMU systems, such as Laserfiche, and accounting software.
• Experience managing budgets and accounting matters.
• Project management.

Applicant Instructions: Include a Resume, Cover Letter, and References with your application.

What You Need to Know

Salary: Pay Grade 12. Compensation for this position is commensurate based on the selected candidate's qualifications.

Flexible Work Arrangements: Flexible work schedule and remote work may be available for this position, pending employee eligibility requirements are met in accordance with AgriLife Alternate Work Location Procedures.

Why Work at Texas A&M AgriLife?

When you choose to work for Texas A&M AgriLife, you become part of an organization that is an established leader in agriculture and life sciences with a wide range of capabilities to meet the needs of our statewide, national, and international constituents.

In addition, Texas A&M AgriLife offers a comprehensive benefit packing including the following:

• Health, dental, vision, life and long-term disability insurance with Texas A&M AgriLife 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
• Employee Wellness Initiative for Texas A&M AgriLife

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.