Administrative Coordinator

Job Title

Administrative Coordinator

Agency

Texas A&M Engineering Extension Service

Department

Business and Cyber Solutions

Proposed Minimum Salary

$3,333.34 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Administrative Coordinator I will provide administrative support functions for the TEEX TRAIN Project in Brownsville, Texas. The position works under general supervision and offers advanced technical program assistance, work is directly related to management or general business operations to include the exercise of discretion and independent judgment with respect to matters of significance. This position assists the Manufacturing Program with the daily coordination of the TRAIN Project and TRAIN Office activities. This position reports to the Manufacturing Program Director. This position is located in Brownsville, Texas.

Required Qualifications:

• Bachelor’s degree from an accredited college or university (equivalency:  will consider an Associate’s degree with four years of office administration or project management experience or a High School Diploma/GED with six years of office administration or project management experience)

• Two years of experience in office administration or project management

Required Licenses/Certifications:

Preferred Qualifications: 

• Three years of experience in office administration or project management

• Educational sales experience

• Prior supervisory experience

Physical Requirements: 

• Ability to communicate orally and in writing

• Extensive or regular use of computer/keyboard

• Ability to travel independently by driving to other TEEX locations, meetings, and/or conferences

• Physical conditioning consistent with room set up for meetings, handling/moving/lifting office supplies, mail, files, office references and course materials up to 20 lbs.

Knowledge, Skills, and Abilities: 

• Knowledge of office practices and administrative procedures

• Working knowledge of Microsoft Word, Excel, PowerPoint and possesses excellent keyboarding skills

• Ability to multitask and work cooperatively with others, respond to public inquiries in a timely manner, implement new systems and procedures and evaluate their effectiveness

• Ability to interact with participants, staff, and others respectfully and professionally

• Ability to work with sensitive information and maintain confidentiality

• Ability to work in a demanding and fast-paced environment

• Ability to work independently once given a project and direct the work of others

• Ability to answer telephone, screen calls, and assist customers

• Ability to facilitate complex customers relations and assist colleagues with the same

• Excellent verbal and written communication skills

• Strong interpersonal, planning, and organizational skills

• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative

• Strong attention to detail and accuracy

• Excellent interpersonal and communication skills

• Ability to multitask and work cooperatively with others

Equipment:

• Standard office equipment: computer, keyboard, multifunctional printer, telephone

Notifications: 

• This position is security-sensitive.

• This position adheres to a normal work schedule but may be required to occasionally work beyond normal work hours as directed by supervisor.

• This position may require up to 10% travel to customer meetings and/or other TEEX locations.

• This position is funded from grant and/or contract funding, which is renewed through provisions of the grantor of the grant and/or contract. Therefore, the position is contingent upon continuation of funding from these grants and/or contracts, as well as satisfactory job performance

• This position requires compliance with TAMUS/TEEX Policies and Procedures.

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.

Essential Duties, Tasks, and Percentages: 

Coordinates administrative support functions for TRAIN Project – 70%:

• Answers TRAIN main phone line via Teams Phone and provides customer service and support to participants and organizations that need assistance or information of the TRAIN Project

• Provides individual assistance to participants enrolled in face to face and asynchronous web-based training programs

• Coordinates the receiving of TRAIN class materials ensures the shipments are coordinated with course instructors

• Coordinates classroom schedules for TRAIN Project

• Coordinates the maintenance of files, records, resource materials, office supplies, and equipment. Makes recommendations for process improvements, administrative changes, or new initiatives

• Reports appropriate weekly participant data for TEEX reporting

• Maintains participant confidentiality

• Organizes and maintains an electronic filing system for the TRAIN Project

• Assists as directed to ensure deadlines are met

• Assists, plans, and coordinates logistical and administrative support for events, meetings, specialized activities, and projects

• Assists the TRAIN Program Specialist to ensure registration is on-target with the required number of participants and communicates with Lead Instructor/Program Director.

• Assists the TRAIN Program Specialist to provide outreach efforts to increase participant numbers and/or expand the target audience

• Assists as directed to ensure deadlines are met

• Serves as an information resource on administrative operational methods and processes

• Acts on leads that may be potential customers and provides information to the TRAIN Program Specialist

Provides administrative support – 20%:

• Composes correspondence, including editing and proofreading to TRAIN customers and staff

• Monitors compliance with policies and procedures

• Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies

• Works closely with TRAIN Program Specialist on meeting schedules, customer contact, course scheduling, student recruiting, classroom scheduling, office management, etc.

• Monitors and reports/resolves identified issues to program management and business office staff

Assists with Program participant registration and reporting - 10%:

• Assists the Divisions by transferring participants to different courses if the course is cancelled or the participant can’t attend the course

• Provides weekly participant numbers to TRAIN senior operations leadership

Additional Program/Division responsibilities:

• Participate in professional development opportunities

• Positively and professionally interacts with customers and staff

• Maintains involvement with Agency Initiatives (CoP’s, etc.)

• Maintains and safeguard assigned divisional equipment and property

• Maintains a regular and predictable work schedule

• Maintains a clean and neat appearance

• Maintains orderly and clean workspace

• As part of the TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Division/ HQ Department Head

• Performs additional work duties as assigned

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.