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Job TitleAdministrative Coordinator IIAgencyTexas A&M University at GalvestonDepartmentFoundational ScienceProposed Minimum Salary$3,194.84 monthlyJob LocationGalveston, TexasJob TypeStaffJob DescriptionThe Administrative Coordinator is responsible for serving as the staff liaison between the department and the Dean of Faculties, maintaining all department accounts and capital equipment, providing accounting/bookkeeping support to department, providing scheduling and calendar support to department leaders, supervising student workers and providing support and assistance to the international students, staff and faculty.Responsibilities- ADMINISTRATION/ACCOUNTING: Monitors, maintains, and reconciles all departmental accounts, start-up accounts and capital equipment. Serves as accountable property officer for all fixed assets. Maintains all purchases to include purchase orders, asset number, and inventory. Prepares monthly account verification reports and conducts annual inventory for all equipment. Creates and maintains documentation associated with issuance of Citibank Cards. Monitors payroll for all department accounts. Processes paperwork for Graduate Students Tuition and third party billing statements. Serves as liaison with the Financial Management Operations Department and Human Resources Department.- ADMINISTRATION SUPPORT: Coordinates, trains and evaluates the work of other support staff and/or student workers. Assists with student advising by scheduling appointments, monitor grades, and graduation status. Adheres to all FERPA guidelines and rules. Schedules and maintains calendar appointments for Department Head, Director of Labs and Departmental Conference Room. Makes/changes room reservations for classes, meetings and events. Sends notices to all faculty, staff and students. Plans, coordinates and oversees logistical and administrative support for all department events, meetings, specialized activities, and projects building/room, space set-ups, catering and list of attendees. Coordinates administrative activities and services relating to office procedures, special analyses, project summaries and/or compliance functions. Ensures positive work flow and promotes communication between functional areas and outside units, providing guidance as needed. Serves as a primary information resource on office support methods and processes. Occasionally, will represent the supervisor at meetings or committees.- STAFFING SUPPORT: Serves as the staff liaison to Dean of Faculties for faculty hiring. Coordinates administrative support functions for all posting, interviews and hiring process of faculty. Processes staff and student worker positions according to procedures. Ensures all posting positions follow Texas A&M University guidelines. Creates and maintains all personnel files for faculty, staff and student workers. Works with the Department Chair and coordinates all applicant interviews and travel arrangements. Ensures process adherence of all new hires as outlined by System Policies Pre-hire and submission of packet to College Station. Responsible for all check-in and check-out procedures, creates EPA s, and termination of employment for all faculty, staff and student. Identify and recommend process improvements and efficiencies.- INTERNATIONAL EMPLOYEE/STUDENT SUPPORT: Works closely with ISS and TAMUG HR regarding J1, J2, F1, H1B and H2 Visa s. Assists visiting scholars with Visa required documentation and department international students with extensions EAP cards and Green Cards. Maintains student ISS files.- SUPERVISOR: Supervises, assigns tasks, monitors and evaluates job progress of all student workers.- GENERAL: Performs other duties as assigned.Education and Experience- Bachelors degree or equivalent combination of education and experience.- Three years of experience in office administration or project management including some supervisory experience. PERFERRED: Five years of experience in administration including supervisory experience including familiarity with purchasing, inventory and bookkeeping.Knowledge and Skills- Use of standard office equipment and personal computers. Working knowledge of spreadsheets, word processing, interpersonal and communication skills, ability to plan and organize. Ability to multi-task and work cooperatively with others. PREFERRED: Working knowledge of Texas A&M software systems such as CONCUR, BAM, Canopy, etc. Working knowledge of Microsoft Office Suite.Licenses, Certifications and RegistrationsOther Requirements-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/Affirmative Action/Veterans/Disability Employer committed to diversity.Welcome to the Texas A&M University at Galveston job search. This site allows you to search open job postings from the Texas A&M Galveston campus.Texas A&M University at Galveston is a special-purpose institution of higher education for undergraduate and graduate instruction in marine and maritime studies in science, engineering and business and for research and public service related to the general field of marine resources. The institution is under the management and control of the Board of Regents of The Texas A&M University System, with degrees offered under the name and authority of Texas A&M University at College Station.Employment opportunities for Texas A&M at Galveston are updated daily and posted on this searchable website.Texas A&M at Galveston is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.If you need assistance in applying for this job, please contact (409) 740-4532.Useful Links:
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