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Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Career Center

Proposed Minimum Salary

$3,937.50 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Who We Are

The Texas A&M University Career Center provides centralized career and professional development services for undergraduate, graduate, and former students. We provide individualized career advising while also empowering students to utilize self-assessment resources to identify and explore careers, and we assist and support students in gaining relevant experience and pursuing their career goals, whether they choose to seek admission to graduate school or secure professional employment. One of the largest programs of its kind in the nation, the Career Center has been recognized nationally and regionally for our many best practices. The Career Center’s main office is centrally located on campus in the Koldus Building. There are also nu merous satellite locations across campus to provide students convenient access to our services. You can find us LinkedIn and Instagram and view us on YouTube.

What We Want

The Career Center at Texas A&M University is seeking a detail-oriented and highly organized professional to serve as the Administrative Coordinator II for our Employer Services team. This position plays a key role in supporting the daily operations and project coordination efforts of the office.

As the primary office coordinator, this role is responsible for managing process and procedures related to the recruitment of Texas A&M students, ensuring a seamless and professional experience. The Administrative Coordinator II also oversees the student worker team supporting the on-campus interview process and front-line advising services. We are looking for a candidate who demonstrates strong leadership, communication, and organizational skills to effectively guide support staff and student workers. This individual will provide administrative direction and ensure compliance with university procedures, policies, and regulations related to Employer Services.

What You Need To Know

Starting Salary: $3,937.50 per month, totaling $35,437.50 for the 9-month appointment period.

Cover Letter/Resume: A cover letter and resume’ are strongly recommended. You may upload these documents on the application under CV/Resume.

Position Details: This is a 9-month position that runs annually from August 15 – May 15.

Other: Some nights and weekend work required.

Responsibilities

+ Project Management: Serves as office coordinator for the Employment Services section of the Career Center, including interface with maintenance, personnel for much of the public space, including the lobby and 30+ interview rooms, to ensure the efficiency and effectiveness of the administration operations. Coordinates and ensures coverage of the front counter. Monitors operations of front counter and directs staff in appropriate communication with employers and students. Plans, directs and executes the collection and entry of Graduation Survey data each semester to include staffing, supply delivery, procurement and inventory of survey forms. Maintains confidential records and information. Interprets, applies, and communicates University Policies. Coordinates and enforces the Career Center’s policies, such as student no shows. Conducts research and gathers information in support of Employment Services strategic direction. Serves as Records Retention Coordinator for the Employment Services component of the Career Center, training staff on retention guidelines, resolving guideline issues with departmental unique resources, and confirms that department is in compliance. Coordinates and directs the distribution of employer materials for events, information sessions, and interviews. Coordinates and enforces the Career Center s No Show and Late Cancellation policies. Represents the Career Center at various important events and activities including the Advisory Council, Recruiter Training, employer information sessions, and career fairs.

+ Administrative Support: Provides administrative support and project coordination to Director and Associate Director of Employment Services. Directs staff to draft and edit letters to Fortune 100 companies regarding support of the Career Center programs. Reviews letters to companies before distribution. Reviews and signs letters and purchase orders for Director. Maintains administrative database on Corporate Partner donations and activity; tracks budget, expenditures, and prompts renewal notices for Partners. Assists in resolving complex, sensitive/confidential administrative matters. Researches and makes recommendation for improving office operations; responds to non-routine information requests. Attends University Center Advisory Council for Director, as needed. Manages student workers assigned to the Service Team. Assigns duties, distributes projects, assesses and evaluates performance, and coordinates department coverage of essential support functions.

+ Supervision: Hires, supervises, evaluates and assigns duties to 10+ student workers, who provide departmental coverage of essential support functions and calendaring for Career Coordinators. Creates training resources and tools for new student employees, working with Career Coordinators to utilize A&M s online resources and testing tools. Ensures student employees are fully trained and versed in the areas that they serve. Monitors working hours and develops work schedules. Assigns projects, manages workloads, and provides oversight of work product quality and tracks completion. Provides insight and guidance to Texas A&M students seeking help in the job search process. Assists in navigating the departmental online recruiting portal.

+ Customer Service: Researches and directs staff to respond to employer related inquiries regarding recruiting tactics and options. Filters more complex employer related inquiries and provides guidance to the employers. Serves as gatekeeper for companies wishing to recruit Aggies through the Career Center. Reviews, approves or rejects employers’ requests to recruit via A&M s online recruiting portal. Monitors and responds to inquiries that are submitted via the employer email address on the Career Center website. Provides insight and guidance to students seeking help in the job search process. Provides new department staff with training of processes and procedures for new employer approval, interview process, and student staff roles. Answers questions and guides staff on the appropriate process in order to maintain compliance with rules & regulations.

Qualifications

Required Education & Experience:

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

+ Three years of experience in office administration.

Preferred Qualifications:

+ Experienced professional with strong interpersonal, communication, and organizational skills.

+ Adept at working with a variety of stakeholders including executives, faculty, students, and parents. Demonstrates strategic thinking, problem-solving, adaptability, and professionalism.

+ Skilled in managing multiple projects, leading teams, and delivering excellent customer service. Proficient in business software, social media, and website maintenance.

+ Offers five years of administrative and supervisory experience, along with expertise in process management and professional correspondence.

+ Knowledge of Texas A&M and employment-related practices.

Knowledge, Skills, and Abilities:

+ Ability to multi-task and work collaboratively with others.

+ Excellent customer service and communication skills – interpersonal, written, and presentation.

+ Working knowledge of word processing and spreadsheet programs, and ability to work with and present data.

+ Experience with complex databases and computer software programs.

+ Proficiency in researching and utilizing online resources.

+ Attention to detail.

+ Ability to work independently and manage multiple, ongoing programs and services.

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, (https://www.tamus.edu/benefits/medical/) prescription drug, dental, (https://www.tamus.edu/benefits/dental/) vision, life and AD&D, (https://www.tamus.edu/benefits/life-add/) flexible spending accounts , and long-term disability insurance (https://www.tamus.edu/benefits/long-term-disability/) with Texas A&M contributing to employee health and basic life premiums

+ 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays

+ Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html)  and at least  eight hours of paid vacation (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html)  each month

+ Automatic enrollment in the  Teacher Retirement System of Texas (https://www.trs.texas.gov/Pages/Homepage.aspx)

+ Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

+ Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more

+ Educational release time and tuition assistance (https://livingwell.tamu.edu/employee-tuition-assistance)  for completing a degree while a Texas A&M employee

+ Living Well, (https://livingwell.tamu.edu/) 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 (https://www.tamu.edu/about/coreValues.html) 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 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.