Administrative Coordinator II (Cooperative Extension Program)

Job Title

Administrative Coordinator II (Cooperative Extension Program)

Agency

Prairie View A&M University

Department

Cooperative Extension Programs

Proposed Minimum Salary

$3,194.90 monthly

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

This position is responsible for planning and coordinating administrative activities and services for the College of Agriculture and Human Sciences - Cooperative Extension Program (CEP) and will report directly to the Executive Associate Director of Extension.

Responsibilities

• Plans, coordinates and executes administrative operations.

• Assists in the resolution of complex, highly sensitive and confidential administrative matters.

• Develops, evaluates, and ensures adherence to office procedures.

• Monitors office procedures and makes recommendations for process improvements, administrative changes or new initiatives/programs.

• Coordinates with the other college program and support units (Information and Impact Center, Human Resources, Agro-Innovation and Technology, Fiscal and Facilities) on tasks and deliverables needed for efficient and effective operation and workflow.

• Supports Executive Associate Director with the planning and coordination of conferences, conventions, community functions and working meetings. 

• Assists in the planning and execution of extension programs events by spearheading and/or actively participating on committees. 

• Handles office tasks such as preparing letters, memos, presentations and other correspondences, filing, generating reports and ordering office supplies/equipment.

• Attends meetings or committees on behalf of or as requested by supervisor.

• Prepares agendas and minutes of meetings.

• Coordinates travel arrangements and prepares itineraries for supervisor and other constituents as requested.

• Maintains office calendar to coordinate work flow and meetings for the Executive Associate Director.

• Maintains departmental e-mail, inquires, correspondences and voicemail to ensure expedited responses, call backs and resolution.

• Serves as the primary contact for building/space reservations and ensuring departmental staff commitment for reservations are fulfilled.

• Serves as the primary contact for employee onboarding/offboarding to ensure space, keys and equipment are assigned, issued and/or collected.

• Manages the in/out calendar logistics for Cooperative Extension staff. 

• Serves as the primary contact and for vehicle reservations and distribution for Cooperative Extension Programs. 

• Ensures keys are distributed/collected and vehicles are readily available for next customer. 

• Works closely with the Facilities Coordinator to ensure detailing, maintenance or compliance issues and/or accidents are reported/addressed timely.

• Monitors overdue car reservations and takes appropriate action as needed. 

• Submits general repair work orders for facility-related issues for Cooperative Extension building. 

• Works directly with Facilities Coordinator to ensure that all major repairs and/or construction requests are reported/addressed. 

• Coordinates office records retention and maintains office references and resources materials.

• Supervises, trains, and manages student employees. Manages the front office/reception area to ensure there is physical presence at all times.

• Formulates, interprets, and/or communicates management policies or operating practices to Extension staff.

• May monitor compliance with policies and procedures.

• Participates and assists in all college-wide events as needed.

• Other duties assigned.

Required Education and Experience:

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

• Three years of related experience.

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Required Knowledge, Skills and Abilities:

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

• Ability to multitask and work cooperatively with others.

• Strong interpersonal and communication skills.

• Excellent planning and organization skills.

Special Requirements

Applicants with equivalent experience in lieu of a Bachelor’s degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelor’s degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of seven years of experience.

Job Posting Close Date:

Required Attachments:

Please attach all required documents listed below in the attachment box labeled as either “Resume/CV or Resume/Cover Letter” on the application. Multiple attachments may be included in the “Resume/CV” or Resume/Cover Letter” attachment box.  Any additional attachments provided outside of the required documents listed below are considered optional.

• Resume or Curriculum Vitae

• Cover Letter

Application Submission Guidelines:

All applicants are required to apply via our Career Site on or before the closing date indicated on the job posting. Applicant inquiries received via email and websites such as Indeed, HigherEdJobs, etc. will not be considered unless the individual has applied to the available position via the PVAMU Career site.

The required documents listed in the above "Required Attachments" section must be attached to the application prior to the job closing date indicated to ensure full consideration for the application submitted. Please contact the Office of Human Resource on or before the closing date indicated above at 936-261-1730 or [email protected] should you need assistance with the online application process.

Background Check Requirements:

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/Affirmative Action/Veterans/Disability Employer committed to diversity.

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/AffirmativeAction/Veterans/Disability Employer committed to diversity.