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Who we are
The Office of the Vice President for Student Affairs (OVPSA) at Texas A&M University, serves and supports all departments within the Division of Student Affairs that are critically engaged in all aspects of students’ lives and the delivery of key services and support. The OVPSA works with departments to create environments that help students grow, develop, learn and enhance the quality of their lives by providing opportunities for students to experience education and explore interests beyond the classroom. This is an upper level administration office who reports directly to the president. We are assigned to oversee and direct a highly visible organization on campus as well as oversee and support the students of Texas A&M University through our division.
What we want
This Senior Administrative Coordinator I position will play a vital support role and provide a great opportunity for someone who enjoys the coordination of projects, multitasking, and organizing details of a fast paced environment. We are looking for someone who has experience with oversight of specialized organizations or events, can manage multiple priorities simultaneously, as well as provide excellent administrative support. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If you feel you encompass these skills and would enjoy working in the environment of a Vice President’s office, we invite you to apply to be considered for this opportunity!
What you need to know
Salary Range: $44,912 - $52,000 (Based on education and experience)
Required Education and Experience:
Bachelor’s degree or equivalent combination of education and experience.
Six years of experience in office administration.
Required Knowledge, Skills, and Abilities:
Ability to multi-task and work cooperatively with others.
Interpersonal and communication skills and ability to plan, organize and monitor projects efficiently.
Occasional nights and weekends will be required.
Experience updating websites and databases.
Preferred Knowledge, Skills, and Abilities:
Working knowledge of spreadsheets, calendaring presentation, and word processing software.
Familiar with google drives, google calendars, outlook calendars.
Yell Leader Administration Support - Coordinate and plans travel, arranges rentals, meals, hotels, and prepares itineraries. Is responsible for correspondence with Aggie Mother’s Clubs, athletics, and community members. Schedule Yell Leaders for events, staffing for Midnight Yell and away travel activities. Coordinate with the Midnight Yell Practice Event Manager. Serve as the liaison with business office for travel documentation and purchases. Coordinate and maintain calendar of events/appearances regarding Yell Leader commitments. Regularly communicate with the Yell Leaders and Associate Vice President to coordinate details of events, travel, and commitments. Provide all levels of program support from inception to completion regarding any commitment. Initiate follow through to ensure all projects are accurate and deadlines are met. Analyze final documentation for compliance with university rules and guidelines.
Direct & Office Support - Coordinate calendars and schedules all appointments and meetings for the Associate Vice President. Track, anticipate, and prepare for upcoming deadlines and events that require action by the Associate Vice President. Handle written communication, prepares, and proofs correspondence in its “final form”. Keep office staff apprised the Associate Vice Presidents’ activities. Manage records and file system including all paper and electronic files by the Associate VP. Make travel arrangements in adherence with University travel guidelines. Serve as the administrative back-up to the Vice President and other Associate/Assistant Vice Presidents in the office when staff members are unavailable. Maintain daily office functions and coordinates with all other areas of the Vice President’s office. Provide technical support for the conference rooms. Understand and adhere to the State of Texas records retention schedule as it relates to the Office of the Vice President for Student Affairs. Plan and coordinate arrangements for committees, task forces, and other meetings chaired by the Associate Vice President including communication; scheduling rooms, equipment, and technical support; preparing and disseminating agendas, support materials, presentation materials, and meting minutes; and following up on committee member responsibilities.
Communication - Assist in resolving sensitive, complex, and confidential administrative matters unique to the Office of the Vice President for Student Affairs. Serve as a communication link between the Associate Vice President, the division directors, and other administrative offices internal and external to the division of Student Affairs. Serve as an information and referral source for students, parents, staff, faculty, and former students, who visit or call the office. Support through demeanor, dress, and day-to-day interactions and environment appropriate to the Vice President’s Office.
Projects and Reports - Research, analyze, and compile information for the Associate Vice President. Make judgements regarding the appropriate use and organization for data for reports, presentations, correspondence, and projects. Monitor project timelines, identifies issues, and initiates follow up. Prepare and review operational and special reports. Make recommendations for process improvements, administrative changes, or new initiatives. Provide administrative support for specialized activities and projects coordinated by the Associate Vice President (i.e. retreats, dinners, receptions, etc.). Perform special analyses and project summaries. Provide administrative support for search committees chaired by the Associate Vice President including posting position advertisements, scheduling meetings, interviews, and open forums, coordinating travel, compiling scores, etc. Perform other duties as assigned.
Apply at https://jobs.tamu.edu, Posting # R-043341. Candidates are strongly encouraged to include a copy of their resume and a cover letter outlining their qualifications for the position.