Job Title
Administrative CoordinatorAgency
Texas A&M Engineering Extension ServiceDepartment
Business and Cyber SolutionsProposed Minimum Salary
Job Location
Job Type
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.
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