Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A\&M University

Department

College of Performance, Visualization \& Fine Arts

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

What We Want

We are seeking a highly organized and proactive Administrative Coordinator II who excels at coordinating complex administrative operations and ensuring seamless office functionality. The ideal candidate brings strong judgment, attention to detail, and the ability to manage a wide range of responsibilities, from overseeing office procedures and supporting leadership through document review, meeting representation, and report preparation, to planning events, travel, and daily administrative workflows. This role requires someone who can confidently interpret and apply state guidelines, collaborate across departments to ensure compliance, and safeguard data integrity through careful monitoring and issue identification. We are looking for a resourceful problem‑solver who can lead special projects, deliver clear analyses, train new system users, and recommend process improvements. Exceptional communication skills are essential, as this position regularly engages with internal and external stakeholders and manages office correspondence. A commitment to service, accuracy, and continuous improvement, along with the ability to supervise and develop staff, will be key to success in this role.

What You Need to Know

Salary: Compensation will be commensurate to the selected hire’s experience.

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 .

Essential Duties/Tasks

Administrative Support Coordination

• Coordinates administrative support functions.
• Plans and coordinates administrative activities and services.
• Monitors office procedures and ensures adherence to office protocols.
• Reviews and signs documents for supervisor.
• Attends meetings or committees on behalf of supervisor.
• Prepares and reviews operational and special reports.
• Coordinates office records retention and maintains office references and resource materials.
• Coordinates travel arrangements and prepares itineraries.
• Plans and coordinates meetings, seminars, and other special events.
• Coordinates the maintenance of office supplies and equipment.
• Makes recommendations for process improvements or administrative changes.
• Supervises, trains, and evaluates the work of others.

Compliance and Policy Implementation

• Develops and maintains knowledge and understanding of relevant state guidelines.
• Analyzes incoming inquiries and provides proper instructions for resolution.
• Coordinates with external departments for compliance with scheduling and registration rules.
• Ensures the integrity of data by monitoring submissions and identifying issues.

Special Projects and Reporting

• Performs special analyses and project summaries.
• Conducts new user training for scheduling systems.

Communication and Stakeholder Engagement

• 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.

Qualifications

Required Education and Experience:

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

Preferred Qualifications:

• 2–5 years in film, television, commercial, branded content, office coordination, or agency production

* Experience as: Production Coordinator, Associate Producer, Development Assistant, Agency Producer Assistant, and/or Studio Production Office staff

• Software Proficiency
• Excel / Google Sheets (advanced formulas preferred)
• Adobe PDF markup
• Frame.io familiarity
• Slack / Asana / Monday.com
• Virtual production workflow
• LED wall terminology
• Tech vendor coordination
• Equipment rental houses

Strongly Preferred:

• Budget tracking experience.
• Handles confidential financial information professionally.
• Facility scheduling in coordination with Stage Manager.

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.

Who We Are

Texas A\&M University’s College of Performance, Visualization \& Fine Arts ( PVFA ) educates dancers, directors, computer graphics engineers, composers, art historians, sound technologists and more to serve our community, the nation, and the world. https:// pvfa .tamu.edu/about/

Why Texas A\&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state\-of\-the\-art recreation facilities, the Bush Lib r a r y and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost\-of\-living and no long commutes.

• Medical, prescription drug, dental, vision, life and AD\&D, flexible spending accounts , and long\-term disability insurance with Texas A\&M contributing to employee health and basic life premiums
• 12\- 15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A\&M employee
• Living Well, a program at Texas A\&M that has been built by employees, for employees

Our Commitment

Texas A\&M University is committed to enriching the learning and working environment by promoting a culture that respects all pers p ectives, talents \& lived experience s . Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Int egrity , and Selfless Service .

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.