Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University at Galveston

Department

Marketing & Communications

Proposed Minimum Salary

$4,166.67 monthly

Job Location

Galveston, Texas

Job Type

Staff

Job Description

A Glimpse of the Job

The Administrative Coordinator II works under general supervision and coordinates administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance.

Essential Duties and Responsibilities:

Administrative Support Coordination

• Coordinates day-to-day administrative support for the MarCom team, including scheduling, document management, and internal communications.

• Plans and organizes administrative workflows to support marketing campaigns, media relations, and creative production timelines.

• Reviews and prepares internal memos, creative briefs, and other documents for supervisor approval.

• Attends meetings or committee sessions related to marketing and communications, on behalf of the supervisor, and provides detailed summaries.

• Prepares and reviews operational reports such as campaign performance summaries, budget tracking, and project status updates.

• Maintains organized archives of creative assets, press releases, and promotional materials for easy retrieval and compliance.

• Coordinates travel arrangements for conferences, recruitment events, or media engagements; prepares itineraries and handles reimbursements.

• Plans and coordinates meetings, seminars, and other special events.

• Manages inventory of branded materials, promotional items, and office supplies; coordinates maintenance of equipment used for creative production.

• Plans and supports logistics for MarCom-hosted and or campus events, such as student photo shoots, commencement, or other marketing workshops.

• Maintains reference materials such as brand guidelines, media kits, and vendor directories.

• Identifies opportunities to streamline administrative processes, improve project tracking, or enhance internal communication tools.

• Supervises and trains student workers or interns supporting social media, design, or content creation tasks; provides feedback and performance evaluations.

• Monitors office procedures and ensures adherence to office protocols.

• Makes recommendations for process improvements or administrative changes.

Compliance and Policy Implementation

• Develops and maintains knowledge and understanding of relevant state guidelines.

• Interprets and applies guidelines to assist in determining residency status for students.

• Analyzes incoming inquiries and provides proper instructions for resolution.

• Reviews student records and analyzes situations to determine eligibility for tuition rebates.

• Coordinates with external departments for compliance with scheduling and registration rules.

• Works with stakeholders to resolve issues concerning access to teaching space.

• Ensures the integrity of data by monitoring submissions and identifying issues.

Special Projects and Reporting

• Performs special analyses and project summaries.

• Prepares documentation for appeals submitted to relevant panels.

• Assists in the development of college-level guidelines and protocols.

• Conducts new user training for scheduling systems.

• Coordinates continuous review of classroom utilization for efficiency assessments.

Communication and Stakeholder Engagement

• Serves as a primary point of contact for inquiries related to registration administration.

• Maintains systems utilized for class schedule development and user security/access.

• Responds to non-routine requests regarding state policies.

• Con