Front Desk Operations

About this role

Job Title Front Desk Operations

Agency Texas A&M University

Department Graduate And Professional School

Proposed Minimum Salary $4,166.67 monthly

Job Location College Station, Texas

Job Type Staff

Job Description What We Want The Graduate and Professional School is seeking an Administrative Coordinator to oversee front desk and office operations while serving as a primary point of contact for students, faculty, staff, and visitors. The ideal candidate is highly organized, customer service-focused, and proactive, with the ability to manage multiple priorities, coordinate administrative processes, supervise student employees, and support a welcoming and efficient environment that advances the mission of the Graduate and Professional School.

What You Need To Know Salary: $50,000.00-$55,000.00/annually (based on selected hire’s qualifications) Cover Letter & Resume: A cover letter and resume are strongly recommended. Other Requirements and Factors: • Work beyond normal business hours, some evenings and/or weekends may be required for special events.

Qualifications Required Education and Experience: • Bachelor's degree or equivalent combination of education and experience.

• Three years of experience in office administration.

Preferred Qualifications: • Bachelor’s degree in business administration, higher education, or a related field.

• Five or more years of progressively responsible administrative experience in a higher education or academic setting.

• Experience supporting executive-level leadership or managing complex office operations.

• Familiarity with Texas A&M University systems and tools, including Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy.

• Experience with event planning, project coordination, or student services.

Knowledge, Skills, And Abilities: • Ability to effectively communicate both orally and in writing.

• Strong interpersonal and organizational skills.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Ability to work independently and collaboratively with diverse teams.

• Skilled in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Knowledge of university administrative procedures, policies, and compliance standards (e.g., FERPA).

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Skilled in coordinating meetings, events, and travel logistics.

• Ability to learn and utilize enterprise systems such as Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy.

• Strong attention to detail and accuracy in data entry, documentation, and reporting.

Physical Requirements: • Ability to remain in a stationary position for extended periods while working at a computer or desk.

• Ability to move about the office to access files, equipment, and attend meetings.

• Ability to lift, carry, and transport office or event materials weighing up to  25 lbs.  (e.g., boxes of documents, promotional materials, or supplies for meetings and events).

• Ability to operate standard office equipment, including computers, printers, and scanners.

• Ability to travel independently to on-campus and occasional off-campus locations for meetings, events, or training sessions.

Essential Duties/Tasks • Front Desk Operations, Supervision, & Customer Service Coordination - Coordinate daily front desk operations to ensure consistent coverage and service delivery. Serve as the primary point of contact for walk-in and general inquiries, maintaining a professional and welcoming environment. Coordinate the recruitment, hiring, onboarding, and training of student employees assigned to front desk operations. Provide day-to-day supervision of front desk student employees, including assigning tasks, monitoring performance, and supporting adherence to established procedures and service expectations. Manage scheduling and timekeeping processes for student employees to ensure appropriate coverage. Monitor front desk operations and identify opportunities to improve efficiency and customer service practices. Maintain and update front desk procedures, reference materials, and service guidelines. Escalate complex or sensitive issues as appropriate.

•   Facilities, Access & Emergency Coordination - Serve as the primary point of contact for facilities-related requests and operational concerns. Submit, track, and follow up on work orders to support timely resolution of building and workspace issues. Coordinate building access processes, including keyless entry permissions, updates, and record maintenance. Work collaboratively with appropriate units to support facilities-related operations and updates. Assist with the coordination and maintenance of emergency plans, safety protocols, and related administrative documentation to ensure accuracy and compliance. Coordinate and support safety training initiatives for the Graduate and Professional School, including scheduling, communication, and logistical preparation in collaboration with appropriate university offices.  Communicate facilities, access, and safety-related updates to appropriate stakeholders.

• Space, Calendar & Resource Coordination - Manage conference room reservations and maintain shared calendar systems to ensure accurate scheduling and efficient space utilization. Coordinate requests for shared spaces, ensuring alignment with operational priorities and availability. Monitor and resolve scheduling conflicts to maintain continuity of operations. Oversee reservations and use of departmental resources, including vehicles (e.g., golf cart), ensuring proper use, availability, and compliance with university guidelines. Monitor the condition of departmental resources, including the golf cart, and coordinate maintenance, repairs, and service needs as appropriate. Maintain and update records related to space usage, reservations, and resource allocation.  Maintain and update standard operating

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