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Job Title

Senior Administrative Coordinator II

Agency

Texas A&M University

Department

Hagler Institute for Advanced Study

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

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.

Who We Are

The Hagler Institute for Advanced Study at Texas A&M University serves as a dynamic catalyst for enriching the intellectual climate and educational experiences at Texas A&M. Annually, we welcome distinguished scholars from around the world into our community, creating a vibrant atmosphere for pioneering research and advanced academic pursuits. By bringing together Texas A&M’s exceptional faculty and students with prestigious scholars from across the globe, we are committed to advancing research productivity and enhancing educational experiences. This collaboration deepens the university’s intellectual climate and contributes to multidisciplinary efforts aimed at solving some of humanity’s most challenging problems. To learn more, visit https://hias.tamu.edu .

What We Want

We are seeking a dynamic and detail-oriented Senior Administrative Coordinator II to provide high-level administrative and event coordination support. The ideal candidate is a seasoned professional with at least seven years of administrative experience—preferably in higher education—and a proven track record in planning and executing high-profile events. This individual excels in managing complex schedules, coordinating travel, maintaining digital content, and supporting executive leadership with discretion and professionalism. Strong communication, organizational, and multitasking skills are essential, along with proficiency in office software and a commitment to excellence in guest relations and operational efficiency. This role is pivotal in ensuring the Institute’s programs and events are executed seamlessly and reflect the highest standards of professionalism.

What You Need To Know

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

A cover letter and resume are strongly recommended.

Qualifications

Required Education and Experience

+ Bachelor’s degree in applicable field or equivalent combination of education and experience.

+ Seven 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.

+ Ability to organize work effectively to meet deadlines and prioritize objectives with a high level of discretion and independent judgment and initiative.

+ Ability to communicate effectively and represent the institute to distinguished guests, collaborators, and institute and university donors.

+ Ability to maintain confidentiality of information.

+ Excellent verbal and written communication skills.

+ Strong interpersonal, planning, and organizational skills.

Preferred Qualifications

+ Bachelor’s degree.

+ Administrative experience in higher education.

+ 10 years of event planning and execution.

Responsibilities

Event Planning and Coordination:

+ Manages all aspects of Hagler Institute events, such as the annual high-profile gala, including but not limited to:

+ Coordinates and plans with internal and external venders, venues, catering teams, and event planners to implement successful events.

+ Creates cost estimates for events and works within the program budget.

+ Manages guests lists, sends event invitations, and manages attendance responses and communication.

+ Orders awards or other gift items for event attendees.

+ Attends and supervises day of event assistant staff members on workload to assist with successful execution of planned events.

Support to Leadership

+ Provides direct support to leadership staff including the Associate Directors and Assistant Director.

+ Uses initiative to relieve staff of routine tasks.

+ Manages correspondence, calendar, and travel arrangement s.

+ Takes minutes during institute meetings.

+ Proofreads, prints, collates, and binds various institute reports.

+ Proofreads correspondence, newsletters, and confidential documents.

+ Serves as a backup to the Associate Director regarding calendars and scheduling for the Director.

+ Serves as a backup to the Associate Director regarding routing of memos and documentation for approval.

+ Assists the Associate Director with special functions and projects.

General Office and Program Support:

+ Serves as primary coverage for front desk operations.

+ Greets guests of the institute.

+ Helps keep the institute office space clean and organized.

+ Ensures kitchens and the conference room are clean and well stocked.

+ Communicates with the building proctor.

+ Coordinates work orders for the institute as needed.

+ Runs errands for the institute as needed (supplies, shipping of materials, special orders).

+ Responds to annual inventory requests for equipment.

+ Mails reports and important information to collaborators and supporters of the institute.

+ Coordinates mailout of annual Cornerstone report.

+ Coordinates photos and bios for new fellows each year for use in programs for the announcement of the fellows, gala, and website.

+ Oversees student assistant workflow and tasks.

Fiscal Support of the Institute

+ Purchases office supplies.

+ Pays and processes routine invoices.

+ Submits Purchase Information Forms (PIFs) on behalf of the institute.

+ Assists with hotel, car, and flight reservations for Hagler Institute staff, collaborators, and guests.

+ Coordinates room blocks and contracts through appropriate channels for events and meetings.

+ Serves as a backup to the Associate Director regarding travel arrangements and travel expense processing.

Maintains Lists and the Hagler Institute Website

+ Keeps the Hagler Institute website and event calendar up to date with assistance from Research Communications.

+ Updates the institute’s Flickr account and uploads photos from events.

+ Keeps Hagler Institute contact and event invitation lists up to date.

+ Maintains the list of institute Electorate members.

+ Maintains a calendar of when Hagler Fellows are at Texas A&M.

+ Manages social media for the Institute.

Other Requirements and Factors

+ Work beyond normal office hours, some evenings and/or weekends may be required for special events.

+ This position is security sensitive.

+ This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures.

+ All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements.

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.

+ Health (https://www.tamus.edu/business/benefits-administration/medical/) , dental (https://www.tamus.edu/business/benefits-administration/dental/) , vision (https://www.tamus.edu/business/benefits-administration/vision-insurance/) , life and long-term disability insurance (https://www.tamus.edu/business/benefits-administration/life-add/) 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 each (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) month

+ Automatically enrollment in the Teacher Retirement System of Texas

+ 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

+ Employee Tuition Assistance (https://livingwell.tamu.edu/employee-tuition-assistance/) and Educational Release time (https://employees.tamu.edu/employee-relations/leave/paid/educational.html) for completing a degree while a Texas A&M employee

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.