Administrative Coordinator I

Texas A&M University System • College Station, TX

2d • Onsite

About The Position

The Administrative Coordinator I supports the Institute for Scientific Computation by overseeing administrative operations under general supervision. Key responsibilities include managing office and event calendars; coordinating logistics for meetings, programs, and events; developing and maintaining office procedures; and serving as a primary liaison with departmental business, HR, and administrative teams. The role requires the application of discretion and independent judgment in addressing matters of significance.

Oversees daily office operations, including inventory and supply management for office, lounge, and kitchen areas; maintains shared files, reference materials, and digital/paper records in accordance with records retention standards. Manages office, conference room, and event calendars and coordinates logistics for meetings, travel, workshops, conferences, and other events, including setup, catering, reservations, and documentation. Develops, maintains, and researches administrative office procedures and documentation while ensuring compliance with office policies, institutional regulations, and established processes. Submits and tracks building, IT, and facilities work orders and oversees key and access management to support daily office operations. Provides comprehensive administrative support to executive staff, affiliated members, and office leadership. Manages hospitality logistics and prepares materials and supplies for visitors, faculty, speakers, and event participants, including coordinating guest travel and temporary office assignments as directed. Assists with the hiring, onboarding, and training of student workers as needed. Maintains office website content and prepares, edits, and schedules departmental social media posts using AI-assisted tools when appropriate, ensuring accuracy and professionalism. Monitors news and announcements related to faculty and departmental activities and communicates significant updates to the supervisor to be included in official communications.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Two years of experience in office administration.
• Ability to perform light lifting (up to 20 pounds) related to office or event supplies.

Nice To Haves

• Administrative support in higher education or research-intensive environment.
• Experience with event planning and execution (workshops, conferences, academic programs).
• Familiarity with social media platforms, including editorial review of AI-assisted content.
• Procurement, scheduling/resource management, and office reorganization.
• CAP (Certified Administrative Professional) or similar credential.
• Ability to multitask and work cooperatively with others.
• Advanced organizational, planning, and record-keeping skills.
• Strong interpersonal, written, and verbal communication skills.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Experience using AI tools (e.g., Copilot, Canva) for drafting or reviewing communications and social media content.
• Ability to exercise independent judgment and adapt to changing priorities.

Responsibilities

• Oversees daily office operations, including inventory and supply management for office, lounge, and kitchen areas
• Maintains shared files, reference materials, and digital/paper records in accordance with records retention standards.
• Manages office, conference room, and event calendars and coordinates logistics for meetings, travel, workshops, conferences, and other events, including setup, catering, reservations, and documentation.
• Develops, maintains, and researches administrative office procedures and documentation while ensuring compliance with office policies, institutional regulations, and established processes.
• Submits and tracks building, IT, and facilities work orders and oversees key and access management to support daily office operations.
• Provides comprehensive administrative support to executive staff, affiliated members, and office leadership.
• Manages hospitality logistics and prepares materials and supplies for visitors, faculty, speakers, and event participants, including coordinating guest travel and temporary office assignments as directed.
• Assists with the hiring, onboarding, and training of student workers as needed.
• Maintains office website content and prepares, edits, and schedules departmental social media posts using AI-assisted tools when appropriate, ensuring accuracy and professionalism.
• Monitors news and announcements related to faculty and departmental activities and communicates significant updates to the supervisor to be included in official communications.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level