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Administrative Coordinator II

Texas A&M University System • Galveston, TX • 3d ago

Job Title

Agency

Texas A&M University at Galveston

Department

Marketing & Communications

Proposed Minimum Salary

$4,166.67 monthly

Job Location

Galveston, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Administrative Coordinator II works under general supervision and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance.

Essential Duties and Responsibilities:

Administrative Support Coordination

Coordinates day-to-day administrative support for the MarCom team, including scheduling, document management, and internal communications.

Plans and organizes administrative workflows to support marketing campaigns, media relations, and creative production timelines.

Reviews and prepares internal memos, creative briefs, and other documents for supervisor approval.

Attends meetings or committee sessions related to marketing and communications, on behalf of the supervisor, and provides detailed summaries.

Prepares and reviews operational reports such as campaign performance summaries, budget tracking, and project status updates.

Maintains organized archives of creative assets, press releases, and promotional materials for easy retrieval and compliance.

Coordinates travel arrangements for conferences, recruitment events, or media engagements; prepares itineraries and handles reimbursements.

Plans and coordinates meetings, seminars, and other special events.

Manages inventory of branded materials, promotional items, and office supplies; coordinates maintenance of equipment used for creative production.

Plans and supports logistics for MarCom-hosted and or campus events, such as student photo shoots, commencement, or other marketing workshops.

Maintains reference materials such as brand guidelines, media kits, and vendor directories.

Identifies opportunities to streamline administrative processes, improve project tracking, or enhance internal communication tools.

Supervises and trains student workers or interns supporting social media, design, or content creation tasks; provides feedback and performance evaluations.

Monitors office procedures and ensures adherence to office protocols.

Makes recommendations for process improvements or administrative changes.

Compliance and Policy Implementation

Develops and maintains knowledge and understanding of relevant state guidelines.

Interprets and applies guidelines to assist in determining residency status for students.

Analyzes incoming inquiries and provides proper instructions for resolution.

Reviews student records and analyzes situations to determine eligibility for tuition rebates.

Coordinates with external departments for compliance with scheduling and registration rules.

Works with stakeholders to resolve issues concerning access to teaching space.

Ensures the integrity of data by monitoring submissions and identifying issues.

Special Projects and Reporting

Performs special analyses and project summaries.

Prepares documentation for appeals submitted to relevant panels.

Assists in the development of college-level guidelines and protocols.

Conducts new user training for scheduling systems.

Coordinates continuous review of classroom utilization for efficiency assessments.

Communication and Stakeholder Engagement

Serves as a primary point of contact for inquiries related to registration administration.

Maintains systems utilized for class schedule development and user security/access.

Responds to non-routine requests regarding state policies.

Consults with colleges and departments on best practices related to scheduling and registration.

Prepares and takes minutes at meetings.

Manages correspondence and communications for the office.

What you need to know

Salary: $50,000 annually

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.

Three years of experience in office administration.

Knowledge, Skills, and Abilities

Ability to multitask and work cooperatively with others.

Knowledge of word processing, spreadsheet, database, and presentation applications.

Interpersonal and communication skills.

Planning and organization skills.

Other Requirements and Factors:

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

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