Administrative Coordinator I

Location
San Antonio, TX
Posted
Sep 29, 2017
Institution Type
Four-Year Institution


Posting Details

Posting Number: 0601093

Job Title: Administrative Coordinator I

FLSA: Exempt

Position Type: Staff

Duration of Position: Full Time

Work Location: San Antonio, TX

Department: College of Arts & Sciences

Pay Rate: $33,362

Job Summary/Basic Function: This position is responsible for advanced level administrative support to the Dean of the College of Arts & Sciences. Responsibilities include, but are not limited to, assisting the Dean in oversight over office functions within the College of Arts & Sciences, overseeing communications between the College and other university units and individuals, communications between the Dean, faculty, and other units and individuals, assisting the Dean in preparing documents by researching facts and figures, preparing financial documents related to College operations, maintaining office records including personnel files and inventory assets belonging to the College, maintaining web pages related to the College, providing guidance to departmental administrative assistants and coordinating their work, and facilitating the interaction of the Dean with university, system, and community members and units.

Work Hours: Typically Monday-Friday, 8:00 a.m.-5:00 p.m. May include some evening and weekend work.

Special Instructions to Applicants: Texas A&M University-San Antonio (TAMU-SA) is a new comprehensive university in the established Texas A&M University System serving students from a culturally diverse and largely non-traditional population. The university was created to address the educational needs in South San Antonio and surrounding areas. The current enrollment is approximately 6,500.
  • Selected candidates must pass a pre-employment background investigation and degree verification (if required) to be hired for this position.
  • The above duties may not be performed in every position with this title and the above functions may not include all related duties that might be performed. This position requires physical activities supportive of the above job duties. Reasonable accommodations will be made as necessary.
  • If you are a male age 18 through 25, you must be properly registered with the Selective Service System to be eligible for hire.
  • Texas A&M-San Antonio is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to provide equal employment opportunity to all persons regardless of race, color, sex, religion, national origin, age, disability, genetic information, veteran status, sexual orientation or gender identity.


Posting Date: 09-28-2017

Closing Date: Open Until Filled

Quicklink for Posting: employment.tamusahr.com/applicants/Central?quickFind=51987



Job Duties


5 Records

Percent of total time: Responsibility / Duty: Is this function essential? 40
Administrative Support:
Assists the Dean of the College of Arts & Sciences with high level administrative assistance such as, but not limited to, preparing documents and reports sought by the Dean by researching facts and figures, maintaining office records including personnel files and inventory assets belonging to the College, facilitating maintenance of web pages related to the College, and providing guidance to departmental administrative assistants and coordinating their work. Maintains personnel files and assists in the processing of faculty applications, approvals, and appointment letters. Assists faculty search process as necessary. Prepares agendas and materials for meetings. Maintains office equipment and assists with acquiring supplies for the College. Safeguards confidential and sensitive University information.
Yes 30
Communication Support:
Coordinates communications between the Office of the College of Arts and Sciences and other units, faculty and individuals; provides professional guidance to departmental administrative assistants in the College; generates Electronic Payroll Actions (EPA); assures that telephone calls are answered and connected to assure both internal and external customer satisfaction, screens calls and takes messages; arranges and schedules appointments and meetings; provides timely management of correspondence such as letters, memos, and emails.
Yes 20
Financial Administrative Support:
Prepares financial documents related to College operations, generates reports on spending from various College accounts, creates travel requests and vouchers and monitors and /or creates reports required by university administration or external agencies. Reconciles procurement and travel cards and any differenced or exceptions between invoices and approved documents.
Yes 5
Supervisor Role:
Supervises the work of student workers in the College office, and ensures that student workers employed by the College turn in their time sheets on time.
Yes 5
Performs other duties as assigned.
Yes


Qualifications

Education

Necessary Qualifications: Bachelor's Degree

Preferred Qualifications:

Experience

Necessary Qualifications: Two years of related work experience.

Preferred Qualifications: Experience in business or academic administration environment.

Other Requirements or Other Factors

Other Qualifications for Posting: Strong use of typical Office Microsoft Office software: Word, Excel, Access, Power Point, and Outlook. Good verbal and written communication skills; good interpersonal skills in establishing and maintaining effective working relationships; knowledge of general office practices and procedures; strong attention to details; confidentiality is essential; excellent computer skills; knowledge of supervisory skills. Ability to work cooperatively with others and provide excellent customer service to students, employees, and the community. Ability to work in a diverse population. Patience and philosophy of service to others. Ability to represent the university in a positive and professional manner and to interact courteously with university/college representatives and members to the community.



Texas A&M University-San Antonio (TAMU-SA) is a new comprehensive university in the established Texas A&M University System serving students from a culturally diverse and largely non-traditional population. The university was created to address the educational needs in South San Antonio and surrounding areas. The current enrollment is approximately 5,500.

Texas A&M-San Antonio is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to provide equal employment opportunity to all persons regardless of race, color, sex, religion, national origin, age, disability, genetic information, veteran status, sexual orientation or gender identity.

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