Administrative Coordinator

Job Title

Administrative Coordinator II

Agency

Texas A&M Engineering

Department

Mechanical Engineering

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Why work for Texas A&M Engineering?

Who we are:

Engineering has been part of Texas A&M University since its opening in 1876 as the Agricultural and Mechanical College of Texas. Today, the College of Engineering is the largest college on the College Station campus with more than 25,000 engineering students enrolled in 15 departments. Its mission is to serve Texas, the nation and the global community by providing engineering graduates who are well-founded in engineering fundamentals, instilled with the highest standards of professional and ethical behavior, and prepared to meet the complex technical challenges of society.

As the research arm of Engineering, the Texas A&M Engineering Experiment Station (TEES) is a state agency within the Texas A&M University System with a mission to improve lives through basic and applied engineering research, workforce development and technology transition. Our collaborations with industry, academia and government provide cutting-edge solutions to global technical challenges.

We are deeply committed to recruiting and retaining a talented workforce that embraces our core values of Respect, Excellence, Leadership, Loyalty, Integrity, and Service, by offering competitive salaries, an array of benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education, research, and public service.

Job Description

Purpose:

The Administrative Coordinator II works under general supervision and coordinates administrative operations and specialized activities for the department. Exercises discretion, independent judgment, and decision-making authority with respect to matters of significance. Serves as a resource for faculty, staff, students, and visitors while coordinating departmental processes, communications, and administrative functions.

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.

What we need:

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

What is helpful:

• Three years of related administrative or office management experience

Work Location:

• Main Campus – College Station, TX.

About Mechanical Engineering

The J. Mike Walker '66 Department of Mechanical Engineering at Texas A&M University is a national and international leader in mechanical engineering education. Our scholarship, research, and service to our communities are supported by recruiting and nurturing top students, faculty, and staff passionate about learning, advancing human knowledge, and making high-impact contributions to society.

Texas A&M Engineering provides an outstanding benefits package including but not limited to:

• Competitive medical insurance benefits through Blue Cross and Blue Shield of Texas and Prescription coverage by Express Scripts.
• Options for Vision, Dental, Life, and Long-Term Disability insurance.
• A defined benefit retirement plan with the Teacher Retirement System of Texas (TRS) with 8.25% employer contribution.
• Additional Voluntary Retirement Programs: Tax Deferred Account 403(b) and a Deferred Compensation Program 457(b).
• Flexible spending account options for medical and childcare expenses
• Generous paid time off with holidays, vacation and sick leave.
• Robust free training access through LinkedIn Learning plus professional development opportunities.
• Tuition assistance and Educational release time to further your academic pursuits.
• Access to Engineer Your Wellness programs that provide opportunities for employees to engage in health and fitness.
• Wellness release time offered to employees to promote work/life balance.

Helpful Applicant Information

Required Materials for Application:

• Resume/CV
• Three work references with their contact information; at least one reference should be from a supervisor/former supervisor.
• Letter of interest (dependent upon position)

Applications received by Texas A&M Engineering must have all required job application data entered.

Failure to provide all job application data could result in an invalid submission and a rejected application.

Compensation Philosophy:

• Recruit and retain high-performing workforce through competitive compensation and career development including career pathing, coaching and skills development.
• Offer total rewards, flexible benefits, professional development, performance recognition and work-life balance.
• Ensure resources are readily available and utilized to attract and retain the highest quality researchers, faculty, and staff.

Employment Eligibility Verification

• If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present original and unexpired documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in delay of start date.

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.