Administrative Coordinator II

Agency

Department

What We Want

The Administrative Coordinator II coordinates administrative support to the Academic Affairs Office and the Undergraduate Studies in the College of Performance, Visualization & Fine Arts. This position will coordinate with daily program needs focused around classroom enhancement and serve as a resource for the Academic Affairs Executive Assistant, Associate Dean, administrators, faculty, staff, and students.

What You Need to Know

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

Cover Letter/Resume: A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section. 

Other Requirements and Factors: Ability to travel for business purposes.

Qualifications

Required Education and Experience:

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

• Three years of related experience in office administration.

Knowledge, Skills, and Abilities:

• Knowledge of word processing and spreadsheet applications.

• Interpersonal and communication skills.

• Planning and organizational skills.

• Ability to multitask and work cooperatively with others.

Preferred Qualifications:

• Experience with Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Zoom, Google Forms, and Microsoft Teams.

• Ability to obtain a Class "C" driver's license.

Essential Duties/Tasks

• Undergraduate Program Support - Participates in the planning, executing, and coordinating of administrate operations and support in the Academic Affairs Office and the Undergraduate Studies in the College of Performance, Visualization & Fine Arts. Coordinates the booking of guest speakers for the classroom, including travel and itineraries. Prepares, reviews and submits guest contracts, invoices and/or expense reports to the business office for payment processing. Coordinates announcements and flyers to listservs or coordinates with MarComm on social media for the Programs. Plans and coordinates logistics (food, reservations, set-up/clean up, promotions, etc.) for student engagements, events, meetings, parties, socials, and program related art shows.  Reviews and submits reports for the purchases, emailing guests, and creating and distributing promotional flyers. May be required to keep and maintain records of events and programs and compilation of data and/or reports. Coordinates the maintenance of office supplies and/or faculty requests for educational supplies for the classroom (these would include Program approved purchases by the Program Director that faculty request undergraduate enhancement funds for, i.e., a DVD for the course, coloring pencils and sketchbooks, medical equipment, a guitar, etc.) May set up accounts with vendors as needed for inventory.  Coordinates office records retention and maintains office references and resources materials. Actively participates in internal and external training to advance knowledge. As needed, provides training on internal office policies and procedures.

• Supporting Program Directors - Serves as an information resource for Program Directors, faculty, staff, and students. Researches, interprets, compiles, and responds to inquiries about internal PVFA and University rules, regulations, policies and procedures. Assists Program Directors with creating, updating, maintaining, and troubleshooting basic educational forms/websites/software (PDFs, surveys, documents, presentations, etc.). Coordinates in-person and/or virtual meetings, events, or workshops  for Program Directors to include invite management, room/reservation coordination, and set-up/break down. Monitors academic and program deadlines, identifies issues, and informs faculty. Adapts, combines, and coordinates processes and procedures and makes recommendations for changes to streamline operations and improve efficiency. Scans and enters expense receipts for Program Directors. Checks and reconciles Program funds for Program Directors. Compiles reports needed for analysis and recommendation. Assists in the academic course scheduling of assigning rooms and times. In charge of maintaining classroom readiness for academic courses.

• Supervision - Assist various PVFA programs and/or faculty with the administrative processes for human resource ‎‎‎actions. Hires, trains, manages, and evaluates student workers. Assigns tasks and evaluates job progress. Coordinates, as needed, with other teams for student worker tasks.

• Academic Affairs Support - Provides, as needed, administrative coordination, support, and problem-solving skills to the Executive Assistant for Academic Affairs and Associate Dean for Academic Affairs. Coordinates with college wide student engagement/events such as Movie Nights, Howdy Week, Art Jam, and the PVFA Graduation Recognition Ceremony.

Who We Are

Texas A&M University’s College of Performance, Visualization & Fine Arts (PVFA) educates dancers, directors, computer graphics engineers, composers, art historians, sound technologists and more to serve our community, the nation, and the world. https://pvfa.tamu.edu/about/ 

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.