Administrative Coordinator II

Job Title

Administrative Coordinator II

Agency

Texas A&M University

Department

Office Of Registrar

Proposed Minimum Salary

$4,166.67 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

What we want

The Administrative Coordinator II is responsible for the day‑to‑day administration and maintenance of the curriculum management system, CourseLeaf CIM/CAT, which supports the university’s Curricular Approval Request System (CARS). This role ensures secure user access, accurate workflows, and the integrity of curricular and catalog data. Responsibilities include troubleshooting system issues, managing electronic forms, generating curricular reports, and coordinating with vendor support teams to resolve problems.

What you need to know

Salary: $50,000

Special Instructions: A cover letter, resume, and contact information for three professional references (to include at least one previous supervisor) are strongly recommended. You may upload all three on the application under CV/Resume or upon answering the questionnaire you may attach the documents.  

Schedule: Must be able to work occasional weekends and evenings, including participation in university commencement ceremonies.

Qualifications

Required Education

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

• Three years of experience in office administration.

Preferred Qualifications

• One year of professional experience in higher education.

• Professional experience in the Registrar’s Office.

• Experience in Microsoft 365 and Adobe Acrobat Professional.

• Familiarity with Texas A&M academic procedures, policies, and rules.

• Ability to comply with Texas A&M, System, State and Federal laws, regulations, rules and policies.

• Knowledge and understanding of FERPA.

• Experience with student information systems (Banner) and content management systems (CourseLeaf, Confluence).

• Experience using online forms or surveys (any platform).

• Experience accessing and reviewing information in databases using basic search or query methods.

• Thorough knowledge of content management systems (CourseLeaf, Confluence).

• Training presentation and delivery skills.

• Customer service skills.

• Ability to work in a high stress environment.

Knowledge, Skills, and Abilities

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

• Knowledge of content management systems, student information systems and standard software applications.

• Knowledge of standard office procedures and protocols.

• Research and information gathering skills.

• Interpersonal and communication skills.

• Planning, organizational and time management skills.

• Attention to detail with a focus on accuracy.

• Ability to multitask and work cooperatively with others.

• Ability to work independently and in a collaborative team environment.

• Ability to understand, follow and give verbal and written instructions.

• Ability to meet deadlines.

• Ability to comfortably interact with various staff at all organizational levels.

• Ability to understand the relationships between systems to help maintain accurate, aligned information.

• Must be able to arrive to work on time and regularly.

• Must be punctual, dependable and able to work independently.

Machines or equipment used in the performance of essential duties

• Computer and related peripherals (desktop or laptop, monitors) for administrative tasks, scheduling, and communication.

• Office productivity software (Microsoft 365, Teams, Zoom) for document creation, presentations, and virtual meetings.

• Printers, scanners, and copiers for document handling and record maintenance.

• Telephone and video conferencing equipment for internal and external communication.

• Audio/visual equipment for event and meeting support (projectors, microphones, etc.).

Responsibilities

Curriculum Management System Administration

• Manages user access and workflow roles within the CourseLeaf CIM and CAT modules to ensure appropriate permissions and system security.

• Troubleshoots and resolves workflow, data, and user‑access issues to maintain smooth system functionality.

• Maintains and updates standard workflows for all forms; configures workflows as necessary to support evolving curricular processes.

• Oversees and updates CIM codes/allcodes to ensure the accuracy and integrity of curriculum and catalog data.

• Submits, tracks, and follows up on support tickets with vendor support and internal IT teams.

• Tests software updates, patches and enhancements in CIM/CAT modules prior to deployment.

• Manages and enhances HelpBubble content on electronic forms to support user navigation and system usability.

• Creates, edits and maintains electronic forms, including fields, questions, instructions and comments.

• Develops, documents and refines procedures and best practices in Confluence to support institutional knowledge sharing.

• Develops, implements and maintains catalog page metadata elements to support accurate display, searchability and content organization.

Curriculum Management System Reporting

• Creates, runs and maintains reports using CourseLeaf reporting tools to support academic and administrative initiatives.

• Generates and reviews stale‑proposal reports across all forms and executes internal purging processes.

Program Inventory

• Assists in reviewing program proposals submitted through CARS to ensure adherence to university policies and procedures.

• Interprets and upholds university rules, federal regulations, student rules and state law.

• Assists in reviewing bachelor’s, certificate, minor and professional practice program proposals; analyzes proposed program changes and evaluates their impact on degree requirements.

• Provides recommendations to faculty and staff regarding program changes and their effect on degree evaluations and students.

• Assists with degree evaluation maintenance for bachelor’s, certificate, minor and professional practice programs.

Catalog Production

• Assists in the production and maintenance of university catalogs to ensure program information is accurate, current and correctly represented.

• Reviews catalog pages for compliance with style guidelines, institutional standards, and editorial procedures.

General Office Administration

• Answers the main telephone line for Curricular Services, routes calls, and takes messages as appropriate.

• Responds to inquiries related to the catalog and the curricular approval process in a timely and professional manner.

• Monitors group email accounts and ensures accurate, prompt responses to inquiries.

• Ensures confidentiality of communications within the Office of the Registrar.

• Assists in facilitating procedural training on the CARS system for college and departmental staff.

• Recommends improvements to office procedures and workflow processes.

• Assists with proofreading communications and documents.

• Performs additional responsibilities as assigned to support the goals and operations of the Office of the Registrar.

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.