Senior Administrative Coordinator II

Prairie View A&M University; Prairie View (TX); On-site; USD 10,000 - 60,000; Full time

Job summary

An established institution is seeking a Senior Administrative Coordinator II to provide strategic support to the Executive Associate Director of Extension. This role is pivotal in ensuring efficient operations and enhancing departmental impact through strong leadership and organizational skills. The ideal candidate will manage a variety of administrative tasks, oversee logistics for high-profile events, and act as a liaison with internal and external stakeholders. If you are a proactive problem-solver with a passion for supporting leadership in a dynamic environment, this opportunity is perfect for you.

Qualifications

• 7 years of administrative experience in a leadership role.
• Proficient in office software and project management.

Responsibilities

• Provide high-level administrative support to the Executive Associate Director.
• Coordinate logistics for meetings and events with dignitaries.
• Oversee program assistants and manage departmental budgets.

Skills

Leadership

Organizational Skills

Analytical Abilities

Communication Skills

Problem-Solving

Education

Bachelor's Degree

Equivalent Experience

Tools

Office Software

Canva

PEARS

Job description

Job Title

Senior Administrative Coordinator II

Agency

Prairie View A&M University

Department

Cooperative Extension Programs

Proposed Minimum Salary

$4,389.18 monthly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

The Senior Administrative Coordinator II serves as a key leader within the Extension department, providing high-level administrative and strategic support to the Executive Associate Director of Extension. This role ensures the seamless operation of executive functions while leading initiatives that enhance the department’s efficiency, alignment, and impact. The role requires exceptional organizational skills, attention to detail, and the ability to anticipate and address the needs of the executive leader to optimize their productivity. This position also involves supporting various strategic initiatives, organizing events, and handling various administrative tasks to ensure the efficient functioning of the executive's office and Extension department.

As a pivotal conduit between internal teams and external stakeholders—including elected officials, international dignitaries, and academic leaders—this role requires independent judgment, strong leadership, and proactive problem-solving skills.

This position is funded by a grant or restricted funds. Continued employment is contingent on the renewal of grant or restricted funding.

This position may pay more than the salary listed above depending on the qualifications and experience of the selected candidate.

Responsibilities:

• Provides high-level administrative support to the Executive Associate Director of Extension, including calendar management, travel coordination, and correspondence drafting.

• Prepares, edits, and finalizes reports, memos, presentations, and strategic documentation.

• Oversees logistics for meetings, workshops, and dignitary visits, including facilities, hospitality, and technical arrangements.

• Acts as liaison with internal departments, visiting officials, and external partners.

• Provides oversight, guidance, and task coordination for program assistants and student assistants, including training support and workflow management, to ensure timely and efficient completion of responsibilities.

• Delegates and coordinates tasks among support staff to ensure timely completion of priorities.

• Develops staff work plans, monitors workloads, and ensures alignment with departmental goals.

• Leads coordination and oversight of unit budgets in collaboration with the business office.

• Participates in the planning and execution of key departmental projects and priorities.

• Leads administrative projects that evaluate current practices and recommend enhancements.

• Assesses internal processes, develops operating procedures, and ensures policy compliance.

• Reconciles accounts, reviews pro-card transactions, manages event and travel budgets.

• Assists with FAMIS-related tasks and ensures compliance with procurement and financial procedures.

• Serves as the primary contact and for vehicle reservations and distribution for Extension Program.

• Ensures keys are distributed/collected and vehicles are readily available for next customer.

• Coordinates office building issues, space planning, and facility readiness for events and guest visits.

• Develops internal and external communications, including newsletters, reports, flyers, and impact summaries.

• Coordinates marketing and graphic design using tools such as Canva and PEARS.

• Prepares welcome materials for special guests and dignitaries, ensuring high-touch engagement.

• Coordinates and handles logistics for regional training programs and professional development sessions.

• Organizes departmental workshops, training schedules, and speaker logistics.

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Seven years of related experience.

Required Knowledge, Skills and Abilities:

• Proven leadership, organizational, and supervisory skills.

• Strong analytical abilities and attention to detail.

• Proficient in office software, including word processing, spreadsheets, databases, and presentations.

• Excellent communication and interpersonal skills.

• Ability to work independently and collaboratively, manage multiple priorities, and exercise discretion with sensitive information.

Preferred Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Ten or more years of related experience

Special Requirements:

• Applicants with equivalent experience in lieu of a Bachelor’s degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelor’s degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of eleven years of experience.

Job Posting Close Date:

• 5/10/2025

Required Attachments:

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box. Any additional attachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae

• Cover Letter

Application Submission Guidelines:

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed, HigherEdJobs , etc. will not be considered unless the individual has applied to the available position via the PVAMU Career site.

The required documents listed in the above "Required Attachments" section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted . Please contact the Office of Human Resource on or before the closing date indicated above at 936-261-1730 or [e-mail] should you need assistance with the online application process.

Background Check 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/Veterans/Disability Employer.