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Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

LAUNCH

Proposed Minimum Salary

$3,750.00 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

What We Want

Honors Academy is seeking an Administrative Coordinator I to serve as personal assistant to the Director for Honors Academy and support functions of the Office of Undergraduate Research and the Office of National Fellowships. Time management, flexibility, meticulous organizational skills, attention to detail, and the ability to work independently and as part of a team are crucial for success in this position. We are looking for someone who has a positive attitude and values collaboration. Our selected candidate will subscribe to and support efforts to promote a sense of belonging for all students at Texas A&M. If you have excellent communication and interpersonal skills and are looking to build your professional experience working with an interdisciplinary mix of highly-motivated students, we invite you to apply.

What You Need to Know

Salary: $45,000.00 /annually

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Essential Duties/Tasks

Executive & Administrative Support

+ Supports the Director for the Honors Academy by managing calendars, correspondence, scheduling, and administrative initiatives.

+ Coordinates Honors Academy meetings (HURAC, College & Departmental Honors Directors) and large-scale events (Honors Welcome, Recognition Ceremony).

+ Oversees Honors Academy office operations, including supply purchasing, key inventory, signage, and internal scheduling for shared spaces in Henderson Hall.

+ Assists with student and mentor hiring and compensation coordination with AABS/HR, PITO, and SFAID.

+ Maintains all Honors Academy travel, purchasing, and expense documentation via Buy A&M, AggieBuy, and Emburse.

+ Serves as the emergency coordinator for the Honors Academy and manages compliance with administrative procedures such as records retention, telecom, parking, and IT coordination.

+ Supports the planning and execution of major UHON, UGR, and NTFE events, including: Recognition Ceremony, Honors Welcome, Faculty Socials, and staff retreats. Assists with on-site event needs (transporting materials, setup/teardown, catering, active event management).

+ Coordinates regalia distribution, faculty appreciation mailings, and certificate/pin distribution across units.

SHARED ADMINISTRATIVE OPERATIONS (UGR & NTFE)

+ Attends regular meetings with directors of UGR and NTFE, and bi-weekly sessions with the AABS liaison.

+ Supports financial operations, including budget tracking, expense submission, and coordination of travel and purchasing systems (Chrome River, AggieBuy, Emburse).

+ Manages shared building responsibilities for all three offices: maintenance and key requests, building access, shared contracts (IT refresh, Xerox, telecom), and mail logistics.

+ Coordinates onboarding needs for new hires (e.g., computers, name tags, office access, mailboxes). Assists with on-site event needs (transporting materials, setup/teardown, catering, active event management).

+ NTFE-specific support: Helps with special projects, purchases, and promotional item orders; Fulbright, Boren, Marshall, Rhodes, Churchill, and Goldwater interviews; National Fellowships Day; DEA Breakfast.

+ UGR-specific support: Research Expo, Scholars Symposium, Journal Releases, REU/SURE events.

RECEPTION DESK COORDINATION

+ Coordinates shared front desk operations for all first-floor offices in Henderson Hall.

+ Hires, trains, schedules, and supervises and approves timesheets for 4-5 student workers who support UHON, UGR, and NTFE.

+ Manages front desk workflows including visitor reception, mail handling, phone coverage, and general office communication.

+ Ensures reliable coverage and high-quality service standards across all three units.

SOCIAL MEDIA SUPPORT

+ Supports the Assistant Director to create, maintain, update, review, edit, and post social media and digital signage content for Honors Academy and Phi Kappa Phi.

+ Creates other digital and printed marketing materials for recruiting & engagement efforts.

PROFESSIONAL DEVELOPMENT

+ Engage appropriate professional development opportunities.

+ Participates in professional organizations.

+ Makes travel arrangements and tracks budget.

Qualifications

Required Education and Experience

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

+ Two years of experience in office administration.

Preferred Qualifications

+ Experience with Concur, Buy A&M, Outlook

Knowledge, Skills, and Abilities

+ Demonstrated ability to manage an organization.

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

+ Excellent written and oral communication skills.

+ Ability to use Canva or Adobe Creative Cloud, Instagram, and other social media channels.

Who We Are

Honors Academy challenges high-achieving undergraduate students to develop the personal, professional, and intellectual skills they will need to address tomorrow's multifaceted problems. Honors Academy joins the university community in making Texas A&M a welcoming environment for all individuals. We are committed to helping our students understand the experiences that make each of us unique and appreciate the shared values that bring us together.

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 experience. 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.

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.