Administrative Coordinator I

Job description

Job Title
Administrative Coordinator I


Agency
Texas A&M University - Corpus Christi


Department
Office Of The Registrar



Proposed Minimum Salary
Commensurate



Job Location
Corpus Christi, Texas



Job Type
Staff



Job Description

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations.

We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs).

The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs.

As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.








TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews.

Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.





Learn more information here (https://www.youtube.com/watch?v=EwQR4HbGJu0) !






PURPOSE

The Administrative Coordinator position is responsible for all business matters for the University Registrar’s Office including assisting with budget processes, travel, supply ordering, maintaining production and staff scheduling calendars, report production and correspondence, maintaining the Registrar Appeal Portal and related processes, and personnel onboarding.


DESCRIPTION

Functional Area 1: Budget

Percent Effort: 50%
+ Assist with monitoring the overall departmental budget.

Assist in the review, research, reconciling, and reporting on status of accounts/budgets within FAMIS/Canopy.

Act on behalf of the Registrar to stakeholders.

Prepare complex financial statements.
+ Investigate errors on transactions and recommend and coordinate appropriate corrective action.

Respond to complex inquiries from vendors and business units or departments.
+ Responsible for purchasing, maintaining physical inventory, ordering supplies for all areas of University Registrar’s Office.

Responsible for procurement card reconciliation and expense reports.
+ Book airline, hotel, and other travel reservations to include conference registration, handle cancellations and changes.

Process travel authorizations and expense reimbursements for the entire department.
+ Prepare monthly sales tax reports.



Functional Area 2: Administrative

Percent Effort: 35%
+ Maintain Registrar Appeal Portal and intake of appeal materials, serve as point of contact for appeals.

Research student/academic cases as assigned by the Associate Vice President- University Registrar.

Communicate with faculty and staff as needed to share and gather information about appeal requests while adhering to FERPA and University policies.
+ Assist with public information requests and subpoenas submitted to University Registrar’s Office while adhering to FERPA, University policies, and internal guidelines.
+ Maintain departmental annual production calendar and weekly staff scheduling for departmental phone lines, front desk, and meetings.

Including coordination of events for the office.
+ Assist AVP- University Registrar with report production and correspondence as needed.

Attend meetings with AVP- University Registrar and serve as note taker.
+ Logistics planning for Registrar departmental events includes staying informed of upcoming events, registering for events, creating schedules for staff to cover events, and preparing supplies needed for events.
+ Assist with preparation of commencement related events and commencement activities.
+ Prepare and process yearly inventory for departmental devices.



Functional Area 3: Other

Percent Effort: 15%
+ Oversight of student employees.

List job posting on Handshake, review applicants, attend student employee job fairs, interview candidates, and hire student employees.

Prepare and review electronic documents for student employees, including assisting with payroll, personnel, or other business documents.

Run reports to verify outstanding/pending items for review/approval are completed.

Responsible for maintaining and auditing personnel files for student employees.
+ Assist new employees in completing payroll, personnel, or other business documents.

Assist Associate Registrar in reviewing time sheets, ensuring employee time entries are accurate and submitted promptly.
+ Perform other duties as assigned.





QUALIFICATIONS
+ Bachelor’s degree.
+ Two (2) years of related experience .
+ Additional experience may be used as a substitute for the minimum education requirement:
+ Associate’s and 4 years of related experience .
+ Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
+ Interpersonal and communication skills.
+ Planning and organizational skills.
+ Ability to multitask and work cooperatively with others.





PREFERRED QUALIFICATIONS
+ Three or more years of related experience in general office, bookkeeping, or personnel operations.
+ Experience in a higher education setting.
+ Knowledge of Banner, Argos, Canopy/Famis, and Docusign.



SALARY: Up to $3,865.67 monthly ($46,388 Annual, Approximately)


BENEFITS (rules, policies, eligibility apply)

From our generous benefits package (https://www.tamucc.edu/human-resources/benefits/index.php) and professional development opportunities, to our retirement programs and our commitment to service excellence, the Island University is an engaging and rewarding place to work.




INSURANCE: (https://assets.system.tamus.edu/files/benefits/website/BenefitsGuide.pdf)
+ Medical
+ $0 - $30 per month for Employee Only coverage after university contribution ($920 value).
+ Up to 83% of premium covered by the university:
+ Employee and Spouse
+ Employee and Children
+ Employee and Family coverage
+ Dental & Vision
+ Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account



DUAL CAREER PARTNER PROGRAM (https://www.tamucc.edu/human-resources/careers/dual-career-partner/index.php)


ON-CAMPUS WELLNESS OPPORTUNITIES


Work Life Solutions: (https://www.tamucc.edu/human-resources/benefits/eap.php)
+ Counseling, Work Life Assistance, Financial Resources, and Legal Resources



Tuition Benefits: (https://www.tamucc.edu/human-resources/benefits/tuition/index.php)
+ Public Loan Forgiveness
+ Book scholarships
+ 100% tuition coverage for up to 18 credit hours per fiscal year (other rules may apply).



Retirement (https://www.tamucc.edu/human-resources/benefits/retirement-programs.php) :
+ Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)
+ Voluntary Tax Deferred Account/Deferred Compensation Plan



Time Off (https://www.tamucc.edu/human-resources/time-off/index.php) :
+ 8+ hours of vacation paid time off every month.
+ 8 hours of sick leave time off every month.
+ 8 hours of paid time off for Birthday leave.
+ 12-15 paid holidays each year.



All positions are security-sensitive.

Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.


Equal Opportunity/Veterans/Disability Employer.

Required Skill Profession

Other General