Senior Administrative Coordinator I

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M University

Department

Transportation Services

Proposed Minimum Salary

$4,743.75 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Senior Administrative Coordinator I coordinates and oversees administrative, financial, compliance, and operational functions for the unit. The position exercises discretion and independent judgment, supervises assigned staff, coordinates operational planning, and plays a critical role in supporting large-scale visitor parking operations and related services across the Texas A&M University campus while ensuring compliance, operational efficiency, and exceptional customer service. This position requires frequent work outside of standard business hours, including nights, weekends, holidays, large-scale events, and all Texas A&M home football games.

Essential Duties/Tasks

Administrative and Special Events

• Responsible for posting all open shifts to cover special event cashiering or other staffing needs.
• Responsible for responding to all requests to work for the shifts mentioned previously along with providing detailed information to everyone scheduled to work.
• Coordinates multiple work streams.
• Conducts long-range planning activities, estimates required service levels and anticipates labor requirements.
• Responsible for billing event charges including but not limited to parking, officer support and traffic equipment.
• Monitors equipment status and supplies inventory.
• Coordinates maintenance and records retention of unit business files and coordinates unit inventory process.
• Maintains procedure documentation updates.
• Creates, processes, invoices, and distributes validations.
• Researches, responds, and processes both refunds and charge backs.
• Reports event revenue

Supervision

• Works to determine special event needs. Responsible for supervising office staff and part-time (wage) staff to include hiring, scheduling, orienting, training, motivating, evaluating, disciplining, answering questions, reviewing procedures, defining workload and work priorities, monitoring employee performance and approval of timekeeping records.
• Provide operational feedback on a frequent basis.
• Review work.
• Must be knowledgeable in all areas of this unit to assume this responsibility.
• Maintain manager’s notes to record recognition, coaching or counseling for each employee.
• Responsible for creating and maintaining a positive work environment focused on customer service and dedicated to continuous improvement.
• Responsible for monitoring and approving hours worked in a timely manner. Coordinates/assigns shifts for office and event needs.
• Responsible for scheduling staff to ensure proper coverage for phone system, managing email, and office tasks.
• Promotes safety, to ensure that staff in the unit follows safety policies and procedures. Responsible for working with assistant manager for guidance and assistance in accomplishing these tasks.
• Responsible for supervision of staff during special events, which includes driving a University vehicle to oversee assigned work areas.  This includes home football games when the unit supervises more than 80 employees.

Compliance

• Monitors and prepares reports on financial activity for assigned projects/areas.
• Responsible for all transactions within the subunit to include the collection of fees; receipt reconciliation; control, disburse, maintain and reconcile permanent and temporary working funds and manage coin and currency inventory to meet daily needs.
• Verifies all credit card daily deposits and submits deposit paperwork to Financial Management Services and Departmental Accounting Services.
• Maintains records of individual transaction errors.
• Serves as liaison with the Financial Management Services and Departmental Accounting Services.
• Reviews and audits reconciliation of cash accounts.
• Maintains all audit controls for the subunit.
• Ensures compliance with applicable regulations. Interprets policies, rules, and regulations and ensures they are followed in a safe manner and utilizing personal protective items/equipment as appropriate or instructed by supervisor or department; reporting unsafe actions or conditions to supervisor immediately and supporting and following unit/department safety guidelines, practices, and policies.

Back Up

• Serve as back up to other members of the unit during absences.
• Responsible for the supervision of staff during special events when needed. This includes home football games.
• Also serves as backup for fielding and processing customer requests for RV reservations.

Planning

• Assists in the development and implementation of specific parking and transportation plans to meet the needs of special events, conferences, visiting dignitaries, etc. including attending meetings.

Other Duties

• Performs other duties as assigned.

What you need to know

Salary: $4,743.75 monthly

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience

• Bachelor's degree or equivalent combination of education and experience.
• Six years of experience in office administration or financial administration.

Preferred Qualifications

• Task management experience, banking experience, and/or experience using banking reporting systems and data management systems.
• Working knowledge of the University and facilities.
• A valid driver’s license to operate motor vehicles and a good driving record, or must have the ability to obtain State of Texas class “C” vehicle operator’s license within 30 days of employment.

Physical Requirements

• Must be able to lift and/or move light to moderate to heavy weight objects.
• May be required to stand/traverse for extended periods of time (hours may increase depending on Special Events).
• Performs such tactile activities such as key punch, keyboarding, grasping, holding, wrist flexion/extension, and repetitive tasks.
• Occasional lifting, carrying, bending, stooping, kneeling, crouching, climbing, lifting, reaching (including overhead), pushing, pulling, twisting, walking, and sitting.
• Must be able to climb stairs.
• Must be able to work in both hot and cold environments and all types of weather.
• The employee in this position must be able to travel independently and transport medium to heavy-weight materials and equipment to multiple work sites, both on and off campus, for extended periods throughout the workday.

Other Requirements and Factors

• Employees operating a university-owned vehicle must hold a valid driver's license
• This position is security sensitive.
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules, and procedures.
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements