Texas A&M University
Classification Specifications

General Description:  Assists management in the coordination of office support activities and provides administrative support to specialized activities or projects. Coordinates the preparation of admissions-related documents for intradepartmental and external routing (entities include academic colleges, academic departments, administrative departments, external entities to the university).

Typical:  Maintain a high level of knowledge in the Document Imaging Workflow System (DIWS), trains others on the system and works closely with administration with regard to any system changes, upgrades, new equipment specifications, etc. Use DIWS and Student Information Management System (SIMS) to process Admissions applications and other admissions related documents. Supervise the maintenance of the DIWS and the retrieval and storage of documents as part of the official records retention requirements. Supervise and ensure the prepping, scanning and validation of all admissions documents are being achieved with accuracy and timeliness. Oversee the review of computerized imaging indexes of documents to ensure accuracy and conformance to accepted standards and quality for the Imaging System. May be responsible for the supervision of daily mail operations of all admissions related documents. Demonstrate creative problem solving skills and continuous effort to improve operations, decrease turnaround times, streamline work processes and work collaboratively to provide quality and seamless service to customers. Conduct and/or attend meetings on behalf of Senior Administrative Coordinator. Assist Senior Administrative Coordinator and Assistant Director with projects, reports and information requests as needed. Serve as quality assurance specialist over area of supervision. Coordinate and conduct cross-training across units. Conduct research and resolve non-routine administrative problems or errors. Explain and apply policies and procedures; Makes recommendation for process improvement or administrative changes; Assist in the development of office procedures, including complex or specialized functions; Perform special analyses and project summaries; Process complex, confidential matters. Report problems and serve as liaison with IT personnel and other managers. Advise management on equipment, staffing and other resources needed to achieve objectives. Provide guidance on administrative operational methods and processes; monitor compliance with University policies and procedures; perform advanced level word processing, desktop publishing, presentation and data management activities and assist staff with the use of these applications. Prepare daily status reports in the absence of Senior Admissions Coordinator. Responsible for ensuring availability of inventory (stationary, envelopes, ink and other critical supplies needed). Serve as the liaison with the print shops, mailing service providers and storage facilities. Ensure outgoing materials are within mailing service guidelines. Oversee couriers who serve entire department of the Office of Admissions and Records. Responsible for the OAR courier vehicle, maintenance, and mileage reports. Responsible for the hiring and supervision of document imaging specialist staff, to include evaluation of performance and approval of timesheet and leave documents. Coordinate activities of and assign work to other office support staff. Supervise workflow of document imaging specialists, report progress and/or problems to management and ensure quality of work in document management operations. Responsible for training new full-time staff members. Oversee work of other staff and the daily flow of work. May supervise student workers and temporary personnel. Answers general office email and assists with walk-in traffic and telephone inquires. Respond to higher level requests for information and handles special circumstances and inquiries. Prepares Admissions related documents for intra-departmental and external routing (entities include academic colleges, academic departments, administrative departments, external entities to the university). Performs related duties as required.

Received:  General instruction and occasional review from administrative supervisor.

Given:  Detailed instruction and frequent review of support staff and/or Student Workers.

Required:  High school graduation or any equivalent combination of training and experience. Seven years of experience in general office or clerical work.

Preferred:  Bachelor's degree. Seven years of experience in general office or clerical work including some supervisory experience. To include four years of experience in an admissions and/or document imaging related environment. Prefer experience using a scanner.

Required:  None.

Preferred:  None.

Typical:  Use of standard office and computing equipment.

Typical:  Working knowledge of spreadsheet and word processing software programs. Interpersonal and communication skills. Keyboarding skills. Attentive to details and able to interpret information with accuracy. Must be able to work extended hours during peak times as necessary. Ability to multi-task and work cooperatively with others.