Senior Administrative Coordinator I

The Senior Administrative Coordinator I coordinates and oversees administrative, financial, compliance, and operational functions for the unit. The position exercises discretion and independent judgment, supervises assigned staff, coordinates operational planning, and plays a critical role in supporting large-scale visitor parking operations and related services across the Texas A&M University campus while ensuring compliance, operational efficiency, and exceptional customer service. This position requires frequent work outside of standard business hours, including nights, weekends, holidays, large-scale events, and all Texas A&M home football games.

Essential Duties/Tasks

Administrative and Special Events

• Responsible for posting all open shifts to cover special event cashiering or other staffing needs.

• Responsible for responding to all requests to work for the shifts mentioned previously along with providing detailed information to everyone scheduled to work. 

• Coordinates multiple work streams.   

• Conducts long-range planning activities, estimates required service levels and anticipates labor requirements. 

• Responsible for billing event charges including but not limited to parking, officer support and traffic equipment.

• Monitors equipment status and supplies inventory. 

• Coordinates maintenance and records retention of unit business files and coordinates unit inventory process. 

• Maintains procedure documentation updates.

• Creates, processes, invoices, and distributes validations.

• Researches, responds, and processes both refunds and charge backs.

• Reports event revenue

Supervision

• Works to determine special event needs. Responsible for supervising office staff and part-time (wage) staff to include hiring, scheduling, orienting, training, motivating, evaluating, disciplining, answering questions, reviewing procedures, defining workload and work priorities, monitoring employee performance and approval of timekeeping records.

• Provide operational feedback on a frequent basis.

• Review work.

• Must be knowledgeable in all areas of this unit to assume this responsibility.

• Maintain manager’s notes to record recognition, coaching or counseling for each employee.

• Responsible for creating and maintaining a positive work environment focused on customer service and dedicated to continuous improvement.

• Responsible for monitoring and approving hours worked in a timely manner. Coordinates/assigns shifts for office and event needs.

• Responsible for scheduling staff to ensure proper coverage for phone system, managing email, and office tasks.

• Promotes safety, to ensure that staff in the unit follows safety policies and procedures. Responsible for working with assistant manager for guidance and assistance in accomplishing these tasks.

• Responsible for supervision of staff during special events, which includes driving a University vehicle to oversee assigned work areas.  This includes home football games when the unit supervises more than 80 employees.

Compliance

• Monitors and prepares reports on financial activity for assigned projects/areas.

• Responsible for all transactions within the subunit to include the collection of fees; receipt reconciliation; control, disburse, maintain and reconcile permanent and temporary working funds and manage coin and currency inventory to meet daily needs. 

• Verifies all credit card daily deposits and submits deposit paperwork to Financial Management Services and Departmental Accounting Services. 

• Maintains records of individual transaction errors.

• Serves as liaison with the Financial Management Services and Departmental Accounting Services. 

• Reviews and audits reconciliation of cash accounts.

• Maintains all audit controls for the subunit.

• Ensures compliance with applicable regulations. Interprets policies, rules, and regulations and ensures they are followed in a safe manner and utilizing personal protective items/equipment as appropriate or instructed by supervisor or department; reporting unsafe actions or conditions to supervisor immediately and supporting and following unit/department safety guidelines, practices, and policies.

Back Up

• Serve as back up to other members of the unit during absences.

• Responsible for the supervision of staff during special events when needed. This includes home football games.

• Also serves as backup for fielding and processing customer requests for RV reservations.

Planning

• Assists in the development and implementation of specific parking and transportation plans to meet the needs of special events, conferences, visiting dignitaries, etc. including attending meetings.

 Other Duties

• Performs other duties as assigned.     

What you need to know

Salary: $4,743.75 monthly

Special Instructions: A cover letter and resume are strongly recommended. You may upload these in the CV/Resume section.

Required Education and Experience:

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

• Six years of experience in office administration or financial administration.

Preferred Qualifications:

• Task management experience, banking experience, and/or experience using banking reporting systems and data management systems.

• Working knowledge of the University and facilities.

• A valid driver’s license to operate motor vehicles and a good driving record, or must have the ability to obtain State of Texas class “C” vehicle operator’s license within 30 days of employment.

 Physical Requirements:

• Must be able to lift and/or move light to moderate to heavy weight objects.  

• May be required to stand/traverse for extended periods of time (hours may increase depending on Special Events).  

• Performs such tactile activities such as key punch, keyboarding, grasping, holding, wrist flexion/extension, and repetitive tasks.  

• Occasional lifting, carrying, bending, stooping, kneeling, crouching, climbing, lifting, reaching (including overhead), pushing, pulling, twisting, walking, and sitting.  

• Must be able to climb stairs.

• Must be able to work in both hot and cold environments and all types of weather.

• The employee in this position must be able to travel independently and transport medium to heavy-weight materials and equipment to multiple work sites, both on and off campus, for extended periods throughout the workday.

Other Requirements and Factors:

• Employees operating a university-owned vehicle must hold a valid driver's license

• This position is security sensitive.

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules, and procedures.

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

• Transportation Services is committed to providing courteous, responsive, quality service to our customers by fostering a respectful, positive, and welcoming environment for all. Employees are responsible for the following: representing the department to internal and external customers by actively supporting Aggie Core Values; maintaining 100% “on time” compliance with all university required training for all employees; approving time worked and requesting appropriate leave in a timely manner; reading and responding to e-mail; reviewing/reading information listed on the department intranet; performing assigned tasks in a safe manner and utilizing personal protective items/equipment as appropriate or instructed by supervisor or department; reporting unsafe actions or conditions to supervisor immediately and supporting and following unit/department safety guidelines, practices and policies.

• Persons in this position will be required to drive state vehicle to travel to various parts of campus and are considered essential when the University declares an emergency, campus closure, class cancellations, etc.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.