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Job Title

Office Coordinator I

Agency

Texas A&M University

Department

Marketing

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

What We Want

The Office Coordinator I, under general supervision, provides administrative support for the Marketing Department in Mays Business School to include the exercise of discretion and independent judgement with respect to matters of significance.

What You Need to Know

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

Cover Letter/Resume: A cover letter and resume will assist us in our review of your application materials. These can be uploaded on the application under CV/Resume.

A Glimpse of the Job

Office Coordinator

+ Serves as office manager for the department as back up to Executive Assistant.

+ Coordinates, plans, and executes all administrative operations daily including front office activities and supervision of student workers.

+ Develops, evaluates, applies, interprets, monitors, and communicates policies and procedures and serves as a resource for answering routine and complex questions regarding policies.

+ Adheres to office procedures.

+ Modifies and recommends improvements for policies and procedures.

+ Purchases office equipment and ensure material is in stock.

+ Checks out and maintains the parking log for business permits.

+ Coordinates the maintenance of files, records, breakroom supplies, office supplies and equipment, and performance of general upkeep in the office.

+ Processes requests concerning custodial, IT support, and Aggie Works matters.

+ Coordinates, orders, and maintains the key inventory for the department.

+ Oversees the distribution of incoming and outgoing mail and packages.

+ On occasion, deliver or pick up documents, supplies, equipment, or other materials.

+ Serves as Emergency Coordinator for the Marketing Department.

+ Serves as back-up to the Executive Assistant.

+ Reviews documents for supervisor.

+ Coordinates interdepartmental and external events, meetings, holiday luncheons, seminars, photos for guests, schedules classrooms and seminar rooms and other special events and may provide on-site support.

+ Creates training materials and/or procedures for student workers.

+ Serves as a Department Parking Representative (DPR) for the Marketing Department.

+ Assigns parking codes, travel and business parking passes as needed in collaboration with TAMU Transportation.

+ Maintains the department reserved spot in Lot 72 and manages the parking records for accounting purposes.

+ Coordinates travel and meal arrangements for guest speakers including faculty.

+ Ensure travel and meal arrangements for guests are made.

+ Request approvals from the Department Head and Assistant Department Head as needed.

+ Coordinates Teaching Assistant Institute for department GAT’s and PhD students. Records and completes yearly data through TATEP.

Faculty support

+ Manages the teaching-related support for approximately 30 faculty members.

+ Oversees others who prepare and print academic materials (such as exams).

+ Works with Student Workers and Graduate Assistants to administer and/or set up the standard exam make-up process.

+ Works with the TAMU Bookstore to ensure faculty textbooks are in stock and available.

+ Serves as the point of contact regarding records retention.

+ Oversees and coordinates the records retention process for Marketing faculty.

+ Coordinates semesterly (Fall, Spring, & Summer) faculty representation to commencement and faculty regalia rental.

Staff support

+ Assists faculty with processing of Emburse Non-Travel and Travel Expense Reports.

+ Prepare monthly expense reports through Emburse and collaborate with the department Business Administrator to troubleshoot any issues with Emburse.

+ Manage all new hires such as TA’s, GA’s and SW’s, access to shared mailboxes and data in Sharepoint.

+ Process Aggiebuy requisitions for the Department of Marketing. Distribute incoming packages to the appropriate recipients.

+ Hires, trains, and supervises student worker(s) for the staff and faculty.

Undergraduate Assistant Director support

+ Coordinates and administers the Faculty Teaching Assistant Pool workflow for direct faculty assistance with teaching and/or research related projects such as grading/proctoring and entering/compiling data.

+ Meets, analyzes, and ensures deadlines are met for the Faculty Teaching Assistant Pool.

+ Reviews and makes recommendations for the Faculty Teaching Assistant Pool workflow and staff size.

+ Audits the quality of work produced by student workers for faculty use and re-trains and/or adjusts processes, as needed.

+ Supports departmental and undergraduate program events by coordinating food orders, managing logistics, and assisting with on-site event execution.

Qualifications

Required Education and Experience

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

+ Two years of related experience in office administration, and personnel operations.

Preferred Qualifications

+ Demonstrated leadership.

+ Experience as a team lead, mentor, or supervisor.

+ Experience in higher education and/or supporting faculty.

+ Experience in event planning.

+ Demonstrated organizational skill of multiple projects.

+ Demonstrated ability to multi-task with multiple projects &/or varied timelines.

Knowledge, Skills, and Abilities

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

+ Ability to multitask and work cooperatively with others.

+ Ability to positively and professionally interact with clients and staff, groups of various sizes.

+ Interpersonal and communication skills.

+ Planning and organization skills.

Who We Are

Texas A&M University’s Mays Business School is a vibrant learning organization of more than 175 faculty members, 125 staff members, and 6,400 undergraduate and graduate students in accounting, finance, management, management information systems, marketing , and supply chain management. Mays Business School’s vision is building a better future through business. To fulfill this vision, our mission is developing leaders of character who make a positive difference in the communities where they live, work, and serve.

The Department of Marketing at the Mays Business School aims to a dvance your career by understanding marketing strategy in a modern, rapidly changing business world. Our program emphasizes cutting-edge marketing concepts, tools, and techniques in real-world business settings.

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 experience . Embracing varying opinions and perspectives strengthens our core values 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.