"Alerted.org

Job Title

Cadet Data and CCIS Coordinator

Agency

Texas A&M University at Galveston

Department

Texas A&M Maritime Academy

Proposed Minimum Salary

Commensurate

Job Location

Galveston, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Administrative Coordinator II works under general supervision and coordinates administrative support for the cadet licensing program to include the exercise of discretion and independent judgement with respect to matters of significance. This position coordinates the intake, completion, submission and tracking of cadet and crew credentials, applications, required documentation and cadet data system.

Essential Duties/Tasks

USCG License Testing Applications and Documentation

+ Coordinates and maintains USCG license/medical certificate applications and coordinates records in accordance with records retention schedules.

+ Submits applications to REC and monitors application once submitted.

+ Monitors license application ensuring that cadet is in compliance with USCG program.

+ Plans and coordinates scheduling and re-scheduling for license exams for cadet.

+ Maintains records of cadet license examination results and prepares documentation for submission or presentation as requested.

+ Assists in the development of new USCG licensing and testing processes or updating processes that currently exist that align with the policies, rules, procedures for TAMUS, TAMU, TAMUG as well as federal, state, and local laws and regulations.

STCW Certification/Documentation

+ Creates all STCW certificates for all cadets at time of course completion or graduation.

+ Coordinates the certification process.

+ Collects, maintains, and tracks validity of the following: USCG physicals, vaccinations, medical certificate, TWIC, passport, SASH, Alcohol/Drug Awareness, drug test completion, EEO, health insurance card, authorization for student health records release, assumption of risk, and emergency contact sheet.

+ Communicates with cadets regarding validity of documents.

+ Maintains records of cadet assessments and sea time and prepares documentation for submission or presentation as requested.

+ Assists in the development of new STCW certification processes or updating processes that currently exist that align with the policies, rules, procedures for TAMUS, TAMU, TAMUG as well as federal, state, and local laws and regulations.

USCG MMC Documentation

+ Maintains MMC/medical certificate applications and coordinates records in accordance with records retention schedules.

+ Submits applications to REC and monitors application once submitted.

+ Monitors credential application that ensuring cadet is in compliance with program.

+ Communicates with cadets regarding validity of MMC.

+ Assists in the development of new USCG MMC processes or updating processes that currently exist that align with the policies, rules, procedures for TAMUS, TAMU, TAMUG as well as federal, state, and local laws and regulations.

Liaison and Other

+ Works with the following external and internal entities: United States Coast Guard, National Maritime Center, Regional Exam Centers, TAMUG departments (i.e. Commandant’s Office, Admissions and Records, Ship Ops Staff, Students, etc.) representing the University and TAMMA department.

+ Attends meetings or committees on behalf of supervisor.

+ Compiles and reviews documentation for supervisor.

+ Prepares and takes minutes at meetings.

+ Indirectly works with and trains other members on the team.

+ Performs other duties as assigned.

What you need to know

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

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience

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

+ Three years of experience in office administration.

Preferred Qualifications

+ Detail Oriented

+ Good Management Skills

+ Strong Communication Skills

+ Familiar with the Maritime Industry

Knowledge, Skills, and Abilities

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

+ Knowledge of word processing, spreadsheet, database, and presentation applications.

+ Interpersonal and communication skills.

+ Planning and organizational skills

Physical Requirements

+ Ability to lift/move items weighing 25 pounds.

Other Requirements and Factors

+ 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

Who we are

We are the ocean campus of Texas A&M University at Galveston. Our employees come from throughout the world, with many different perspectives, talents, lived experiences, and interests. Aggies by the Sea promote a welcoming and highly productive work environment. We support the university’s goals to recruit and retain a quality workforce and encourage life-long learning practices. We will do our part to assist you in your new position and encourage you to take advantage of training and development opportunities that are available to help you be successful.

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.