"Administrative Coordinator II"

General Requirements:

Bachelor's degree in a related field. Three years of relevant administrative assistant experience or experience in a related field. Experience in Higher Education is desirable. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position/Usual Duties:

Performs advanced administrative coordination duties for the College of Arts & Media. The position focuses on processing procurement and travel transactions, coordinating scholarships, and monitoring non-salary budgets. Serves as a central administrative resource by tracking expenditures, reconciling charges, and preparing financial summaries and reports for the Dean's Office and college leadership. Works collaboratively with academic departments and university administrative offices to support compliance, consistency, and effective stewardship of college resources.

Primary Responsibilities (Staff Positions Only):

Procurement & Purchasing Coordination

Processes purchase requests and related procurement documentation, including purchase requisitions, interdepartmental orders, direct payments, and invoice reconciliation. Provides procedural guidance to departments on procurement requirements, timelines, and documentation. Tracks procurement activity and related expenditures and maintain organized records. Serves as liaison with Procurement & Business Services and related university offices regarding purchasing processes and documentation. Serves as the primary P-Card delegate, including reconciliation of monthly statements, monitoring charges, and maintaining authorized users. Prepares purchasing summaries and expenditure reports for the Dean and college leadership.

Travel Processing & Coordination

Processes travel pre-approvals, expense reports, and reimbursements. Provides guidance to departments on travel documentation, deadlines, and policy compliance. Reviews travel documentation for completeness and accuracy prior to submission. Acts as liaison with Disbursements & Travel Services regarding travel-related processes.

Scholarship Administration & Monitoring

Coordinates scholarship administration in collaboration with academic departments, Financial Aid & Scholarships, and University Advancement. Tracks scholarship allocations, awards, and expenditures to ensure funds are distributed appropriately and in accordance with university guidelines. Maintains scholarship budgets and prepare summary reports and data as requested.

Budget Monitoring & Financial Reporting

Monitors budgets related to procurement, travel, scholarships, and other operational expenses. Tracks expenditures and reconcile charges to support accurate financial reporting. Prepares budget summaries, expenditure reports, and supporting documentation for college leadership. Coordinates facilities-related billing and reconciliation, including charges associated with work orders or projects.

Other Duties

Maintains accurate and organized electronic and physical records. Identifies opportunities for process improvement related to procurement, travel, scholarship administration, and financial tracking. Serves on college or university committees as requested to represent the Dean's Office. Performs other related duties as assigned.

Department: Office of the Dean - College of Arts & Media

Occupational Category (Staff Positions Only): Technical/Para-Professional

Hiring Salary: Monthly-Staff

Location: Huntsville, Texas

Categories: Administrative/Support, Staff/Administrative