Administrative Coordinator
Senior Administrative Coordinator I
- Company
- Texas A&M University
- Location
- College Station, TX
The job
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
