Administrative Coordinator - 120966 - Texas A&M University, College Station, Texas Job Details

Major duties: Responsible for providing high-level, complex administrative support to the Dean's Office. Serves as a personal assistant and liaison to the Dean. Maintains the Dean's complex and busy calendar, including screening appointments and phone calls. Structures the long-term planning of the Dean's activities, balancing internal and external needs. Meets regularly to review urgent matters and ongoing projects, to discuss pending initiatives and projects, and to brief the Dean on specific topics in preparation for meetings, presentations, etc. Plans and coordinates logistical and administrative support for meetings, events, specialized activities, projects, and long-term initiatives. Coordinates work flow and promotes communication between functional areas and outside units. Provides guidance on preferred presentation of office communications and other materials. Coordinates administrative activities and services relating to office procedures. Assists in resolving complex, highly sensitive, and confidential administrative matters as well as responding to non-routine information requests. Assists in providing solutions to recurring or unusual administrative problems. Processes and prioritizes incoming mail; referring items for action or information to administrators/staff. Evaluates documents submitted to the Dean for signature, ensuring completeness and accuracy, and returning documents for correction or additional information, if needed. Maintains the electronic and paper filing systems for administrative documents, reorganizing as needed to optimize efficient storage and retrieval. Supervises staff and student workers on electronic filing operating procedures, and mail and signature log entries. Ensures that strict confidentiality is maintained on all matters. Other duties as required.

Occasional duties: Makes travel arrangements for the Dean to include flights, hotels, and rental vehicles. Provides the Dean with a travel folder for each trip with all required materials, i.e. maps, itinerary, meeting materials, etc. Trains, assigns tasks, provides accountability/supervision, and evaluates job progress of front desk staff, who coordinates daily office operations and directly supervises student workers. Coordinates tasks and projects for the Chief of Staff; assists in the general supervision of the Dean's Office staff in overarching projects and tasks, determines what materials, resources, space, and time are required for completion. Monitors staff activity and suggests or implements adjustments to the workplace, staff responsibilities, etc. to ensure timely and accurate office operations. Maintains the Chief of Staff's calendar as needed.