Administrative Coordinator II — Faculty & Research Admin

Texas A&M University System; College Station (TX); On-site; USD 48,000 - 64,000; Full time

Job summary

The Administrative Coordinator II in the J. Mike Walker ’66 Department of Mechanical Engineering at Texas A&M University is a staff role that provides administrative support to faculty and students.

The position requires coordinating communications, records, travel, onboarding, and search processes while maintaining confidential files and ensuring timely operations on the College Station campus. S/he works under general supervision to manage databases, schedule meetings, prepare materials, and

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three years of related experience.
• Ability to coordinate administrative operations and support faculty, staff, students.

Responsibilities

• Coordinate administrative support activities for faculty, including preparing letters, memoranda, manuscripts, flyers, brochures, reports, and other documents in final format.
• Compose, modify, edit, and proofread correspondence, publications, presentations, and communication materials.
• Develop, maintain, and monitor departmental databases for student records, faculty records, and other departmental data.
• Coordinate travel arrangements, prepare itineraries, and manage logistics for faculty, distinguished visitors, guest speakers, and faculty candidate interviews.
• Coordinate the faculty search process for Tenure-Track (T/TT) and Academic Professional Track (APT) positions, including managing position logistics, coordinating interview schedules, facilitating communications, maintaining search documentation, and providing administrative support to search committees.
• Coordinate departmental committee activities, including scheduling meetings, preparing agendas and materials, recording minutes, and maintaining committee records.
• Manage JCAIN and conference room reservations, including coordinating room setup, technology needs, catering arrangements, and meeting logistics.
• Coordinate faculty textbook requests and serve as liaison with publishers and campus partners as needed.
• Manage requests for copying, printing, binding, scanning, and presentation materials; prepare slide presentations and related meeting materials as needed.
• Maintain confidential departmental records, including research documents, examinations, personnel records, and other sensitive information.
• Coordinate onboarding activities for new employees, including workspace preparation, departmental orientation, access requests, and onboarding logistics.
• Manage departmental Emburse transactions and reconciliation processes on behalf of the Department Head, ensuring compliance with university procedures and deadlines.
• Coordinate distinguished visitor programs and itineraries, including travel arrangements, scheduling, event logistics, and hosting support.
• Monitor administrative processes and recommend improvements to enhance departmental efficiency and effectiveness.
• Serve as a departmental resource regarding administrative procedures, policies, and operational practices.
• Perform other duties as assigned.

Education

Bachelor's degree or equivalent combination of education and experience

Job description

The Administrative Coordinator II in the J. Mike Walker ’66 Department of Mechanical Engineering at Texas A&M University is a staff role that provides administrative support to faculty and students.

The position requires coordinating communications, records, travel, onboarding, and search processes while maintaining confidential files and ensuring timely operations on the College Station campus. S/he works under general supervision to manage databases, schedule meetings, prepare materials, and