Administrative Coordinator I

Texas A&M University System; College Station (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Texas A&M University System's Bush School of Government and Public Service in College Station is seeking an Administrative Coordinator I to support Institute leadership. The role manages complex calendars, travel arrangements, event planning, and routine administrative tasks with accuracy and professionalism.

The position requires a bachelor’s degree or equivalent, two years in office administration, strong organizational and communication skills, and the ability to multitask in a dynamic

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Two years of experience in office administration.
• 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.
• Detail oriented.

Responsibilities

• Coordinate logistics for meetings, calendars, and events.
• Manage travel arrangements and itineraries for leadership.
• Draft, edit, and proofread correspondence and reports.
• Process payments, invoices, and travel reimbursements.
• Maintain organized administrative records and files.

Skills

Multitasking

Communication

Calendar management

Travel coordination

Planning & organization

Detail-oriented

Office software

Education

Bachelor's degree or equivalent

Tools

Word processing

Excel

PowerPoint

Databases

Job description

Administrative Coordinator I**Agency**Texas A&M University**Department**Bush School Of Government And Public Service**Proposed Minimum Salary**$3,750.00 monthly**Job Location**College Station, Texas**Job Type**Staff**Job Description****What We Want****We're looking for a detail-oriented administrative professional** who thrives on keeping leaders organized, managing complex calendars, coordinating travel, and ensuring every detail is handled with accuracy and care. The ideal candidate enjoys managing complex calendars, coordinating travel arrangements, handling administrative logistics, and ensuring every detail is accurate and completed to a high standard. You'll serve as a key support partner to Institute leadership, confidently coordinating meetings, events, vendors, and external stakeholders while balancing multiple priorities. Success in this role requires exceptional organization, strong communication skills, and a proactive approach to problem-solving. If you thrive in an administrative-focused environment, enjoy event and logistics coordination, and take pride in producing polished, professional work, we'd love to hear from you.**What You Need to Know****Salary:** Starting at $45,000/annually.**Cover Letter/Resume:** A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.**Other Requirements and Factors:*** This position may require work beyond normal office hours and/or work on weekends.* May require the ability to travel independently to other and/or remote locations by driving and/or flying on commercial airlines.* This position is funded from grant and/or contract funding, which is renewed through provisions of the grantor of the contract. Therefore, this position is contingent upon continuation of funding from these grants and/or contracts, as well as satisfactory job performance.**Qualifications****Required Education and Experience:*** Bachelor's degree or equivalent combination of education and experience.* Two 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.* Detail oriented.**Essential Duties/Tasks****Event Planning and Communications*** Coordinate logistics for meetings, conferences, lectures, workshops, dinners, and other program events, including, but not limited to managing schedules, booking travel, coordinating with speakers and attendees, securing venues, arranging equipment and audiovisual support, managing catering, creating event websites, overseeing attendee registration, and responding to inquiries and special requests.* Serves as primary liaison with speakers, guests, university partners, co-sponsoring organizations, vendors, and other external stakeholders.* Serves as primary point of contact for assigned events and meetings, ensuring timely communication and effective coordination before, during, and after each event.* Develops, edits, and maintains event materials, agendas, itineraries, briefing materials, attendee lists, and other program documents.* Promotes Institute events, programs, research, and publications to internal and external audiences through email communication, announcements, digital platforms, and other outreach efforts.* Assists with content development and maintenance of the Institute website and other digital communications platforms.* Coordinates event-related communications and follow-up, including invitations, reminders, post-event communications, and distribution of materials.**Administrative*** Provides administrative support for Institute leadership and team members.* Maintain and optimize calendars for Institute Leadership, including coordinating meetings, appointments, and commitments.* Oversees scheduling and travel arrangements for Institute Leadership, visitors, speakers, and other guests as needed.* Coordinates logistical arrangements for meetings, appointments, and Institute activities.* Drafts, edits, and proofreads correspondence, memoranda, reports, and other administrative documents.* Process payments, invoices, purchasing requests, travel reimbursement, and other financial transactions in accordance with the university policies and procedures.* Monitors the Institute’s general email account and serves as a primary point of contact, responding to inquiries or directing requests to the appropriate team member.* Maintains organized administrative records and files.* Ensures compliance with university and Institute policies and procedures, and administrative requirements.**Program Support and Publications*** Develop promotional and communications materials including emails, posters, announcements, newsletters, web content, and other outreach materials.* Coordinates the Institute’s newsletter, including gathering, editing, and organizing content and supporting distribution.* Analyzes requirements for projects, programs, and special initiatives and assists with developing timelines, resources, and implementation plans.* Provides administrative support and logistical support for Institute programs, research initiatives and special projects.* Serves as primary contact between the Institute, publishers, authors, editors, and other external partners to facilitate effective communication and coordination.* Coordinates publication related materials, timelines, correspondence, and administrative processes as needed.* Assists with special projects, identifies and resolves general administrative and operational issues, and ensures compliance with applicable university policies and guidelines