Administrative Operations Coordinator

Job Title

Administrative Operations Coordinator

Agency

Texas A&M University - Commerce

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Job Title

Administrative Operations Coordinator

Agency

Texas A&M University - Commerce

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Department

Athletics

Proposed Minimum Salary

Commensurate

Job Location

Commerce, Texas

Job Type

Staff

Job Description

INSTRUCTIONS TO APPLICANT:

During the application process the “My Experience” page has a section provided “Attachments (Resume/CV, References, Cover letter, etc.)” to upload required documents. 

• Use the Upload button to add each document.
• You will be able to upload up to 5 documents. Be aware that the maximum size allowed for any one document is 5MB.
• All documents must be electronically submitted through the Texas A&M Online Employment Services website to be considered.
• Incomplete or improperly submitted applications may be excluded from consideration. 

Please provide the following documents:

• Cover Letter
• Resume/CV
• Three professional references with complete contact information (Unsolicited letters of recommendation will not be considered).
• Transcripts (Unofficial will be accepted with application. Official transcripts are required at time of verbal offer). 
  If transcripts are from an international institution, it is the responsibility of the applicant to have the transcripts translated and evaluated by an approved credential evaluator.

Please do not withdraw your application in an attempt to upload a missing document. If you need assistance with this or any other matter, please contact us at HR.Hiring@tamuc.edu.

SUMMARY:

The Administrative Operations Coordinator provides administrative support for the Director of Athletics and Athletics Business Operations team that includes, but is not limited to, executive team support, accounts payable, purchasing, human resources, payroll, and IT.

DUTIES & RESPONSIBILITIES:

• Provides administrative support for Director of Athletics.  Maintains departmental files, office schedules and appointments. Greets visitors, answers and screens calls, provides information and referrals, and schedules appointments. Receives, sorts, and routes mail and performs other mail services. Serves as executive liaison to other presidential direct reports (vice presidents) and their executive assistants.
• Coordinates all departmental office inventory by counting material, equipment, merchandise or supplies in stock and orders according to department need for business.
• Maintains records for University Procurement Card and Travel Cards used by Director of Athletics and others as assigned.
• May provide general operational support to the athletics leadership team, as needed including travel arrangements, event coordination, and facility needs.
• Provides support for human resources and onboarding processes for athletics department staff, including graduate assistants and student workers. Assists in completion of related payroll documentation and delegation of Workday processes including approval of timesheets and time off requests.
• Coordinate primary business functions including cash handling and purchase requisitions. Assist athletics personnel in completing expense report tasks accurately and efficiently.
• Coordinates completion and upkeep of all Athletic invoices to and from vendors through Aggiebuy system. Ensures prompt payment from the University and prompt collection of payments from outside entities.
• Coordinates inventory process and maintenance of business files. Prepares daily deposits in accordance to System/University’s cash handling procedures and coordinates cash handling activities, including LSP payments and maintains LSP receivables on monthly and annual basis.
• May assist with review and audit reconciliations of multiple unit accounts. May assist in aid for personnel on fiscal needs and account management.
• Assist in completion of required University surveys and reporting, including institutional effectiveness, PCI SAQ’s, and other related initiatives.

MINIMUM REQUIREMENTS:

• Education: Bachelor’s degree or equivalent combination of education and experience.
• Experience: Minimum of two (2) years’ experience in a business office or financial operations environment. Experience in an athletics business office at an institutional, conference or national level preferred.
• Knowledge / Skills: Knowledge of NCAA, conference and institution rules and regulations and requirements. Excellent customer service, communication and interpersonal skills. Experience with Microsoft Excel, Word, and Adobe Acrobat.
• Ability to: Ability to multitask and work cooperatively with others. Ability to work beyond normal office hours and/or on weekends. Must be self-motivated and team oriented. Excellent interpersonal and organizational skills. Good verbal and written communication skills.
• Licensing/Professional Certifications: None
• Physical Requirements:  None
• Other Requirements: None

PREFERRED EDUCATION / SKILLS/ EXPERIENCE:

• Preferred experience: Minimum of three (3) years’ experience in a business office or financial operations environment. Experience in an athletics business office at an institutional, conference or national level.
• Experience in Concur, Workday, and other financial databases.

SUPERVISION OF OTHERS:

Student workers and graduate students.

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/Affirmative Action/Veterans/Disability Employer.

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