Administrative Coordinator II chez Tamus

Our Commitment

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

Who We Are

Scientific Ocean Drilling (SOD) is committed to advancing our understanding of Earth’s history by exploring the sediments and rocks beneath the ocean floor. For decades, SOD supported groundbreaking research through global seagoing expeditions aboard the scientific drillship JOIDES Resolution (JR), operated on behalf of the National Science Foundation (NSF). These missions yielded invaluable core samples that have deepened our knowledge of Earth’s climate, geology, and biosphere.

Following the recent demobilization of the JR, Texas A&M University has been entrusted by the NSF to expand the capabilities of the Gulf Coast Repository (GCR) with state-of-the-art instrumentation from the JR. With the recent award of the Scientific Ocean Drilling Coordination Office (SODCO), SOD is now poised to lead the coordination and management of future drilling activities.

Our mission is to support the scientific community by facilitating the collection of subseafloor samples, conducting in-situ measurements, and utilizing the legacy core collection, all to drive discovery and innovation in Earth science.

What We Want

We’re looking for a highly organized, proactive, and detail-oriented professional to join our team as an Administrative Coordinator II. This pivotal role supports the essential operations of the Scientific Ocean Drilling (SOD) Director, the Gulf Coast Repository (GCR), and the Scientific Ocean Drilling Coordination Office (SODCO). This role is ideal for someone who enjoys variety in their work, values precision, and takes pride in keeping things organized and running smoothly.

The ideal candidate will bring strong administrative experience, excellent communication skills, and a collaborative spirit. You’ll be instrumental in coordinating search committee and hiring administrative support for SOD supervisors, managing departmental merchandise, greeting and directing visitors at the lobby front desk, planning events, and maintaining accurate records for purchases and travel. You’ll also take the lead in managing the GCR’s social media presence, helping us share our mission and impact with the world.

If you're ready to support groundbreaking scientific exploration and be part of a team that’s uncovering Earth’s secrets, apply today!

What You Need To Know

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

A cover letter and resume are strongly encouraged.

Qualifications

Required Education and Experience

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

• Three years of experience in office administration.

Required Knowledge, Skills, and Abilities: 

• Ability to multitask and work cooperatively with others.

• Excellent customer service and interpersonal skills

• Knowledge of word processing, spreadsheet, database, video conferencing, and presentation applications.

• Excellent planning and organization skills and must be detailed oriented.

Responsibilities

• Administrative Support Coordination- Provides administrative support for the SOD Director, GCR, and SODCO units. Assists the Director with creating and coordinating calendar appointments, scheduling meetings, and supporting travel arrangements and expense accounts. Assists SOD supervisors with coordinating search committees, and related hiring administrative tasks, including scheduling interviews, as needed. Assist SOD staff with coordination of meeting or workshops. Maintains inventory of general use supplies. Assists with coordinating meetings and other events. Develops and maintains office procedures. Makes recommendations for process improvements or administrative changes.

• Department Operational Support- Supports departmental purchasing and travel. Enters departmental purchase and travel requisition data and support documentation into an internal database and routes for approval. Enters invoices and final travel expense costs into database, routes for approval, and completes purchasing action when paid. Coordinates the preparation and submission of documents required for independent contractors. Responsible for assisting review of monthly expenditure reports, identifying and resolving any discrepancies, and contributing to budget development for select accounts. Coordinates the departmental merchandise inventory. Responsibilities include auditing the department’s supply, reordering merchandise, and preparing purchases to be shipped to customers. Completes credit card payments over the phone and at front desk, and attends TAMU required trainings as required. Serves as a liaison between SOD and vendors. Responsibilities include selecting merchandise, negotiating details, and process invoices for payment. Works with SOD-Sponsored Research Services (SRS) staff to update policies and procedures to align with TAMU-Financial Management Office. Serves as the SOD departmental parking representative, to ensure visitors are parked in appropriate spaces, issues temporary visitor parking permits as needed, coordinates use of departmental University Business (UB) permits and annual parking registration of visitors’ spaces, departmental UB permits, and departmental vehicles, and keeps up to date on revised parking policies as they arise. Tracks and coordinates departmental service awards. Works on special projects and reporting as required.

• Communication and Community Engagement- Works at building front desk and serves as a primary point of contact for all visitors. Greets and signs in all visitors entering the lobby, directs to appropriate staff, as appropriate. Answers departmental phone, routes calls, and takes messages. Manages and coordinates the lobby area. Plans and coordinates events hosted by the Director. Manages the social media presence of the GCR.

Other Requirements and Factors: 

• This position is security sensitive.

• This position requires discretion and maintaining confidentiality.

• 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.

• This position is funded from grant and/or contract funding, which is renewed through provisions of the grantor of the contract. Therefore, this position is contingent upon continuation of funding from these grants and/or contracts, as well as satisfactory job performance