Administrative Coordinator I

Company: Texas A&M Engineering Extension Service
Location: College Station
Posted on: May 19, 2023

Job Description:

Job Title
Administrative Coordinator I
Agency
Texas A&M Engineering Extension Service
Department
Emergency Services Training Institute
Proposed Minimum Salary
$3,333.34 monthly
Job Location
College Station, Texas
Job Type
Staff
Job Description
The Administrative Coordinator I supervises, manages, and serves as an information source for daily administrative or project activities in support of a team, department or group within TEEX. You will oversee records and document management, ensuring quality and accuracy. You will assist in the resolution of complex, highly sensitive and confidential administrative matters, and may manage logistical and administrative support for events, meetings, and specialized activities. As needed, you will prepare documents and monitor the status of financial transactions. You will make and implement recommendations for process improvement or administrative changes. You may resolve complex customer problems and complaints; add, verify, retrieve and change customer information and conduct periodic audits for accuracy; compile data to prepare correspondence, forms, reports or other documents; train others on use of internal systems. You will ensure adherence to policies and procedures and assists with the development of procedures, at times using discretion and independent judgment concerning matters of significance. You may hire, train, and supervise student workers and support staff. This position reports to the Public Sector Program Director.
Required Qualifications:
+ Bachelors degree from an accredited college or university (equivalency: will consider an Associates 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:
+ Valid Drivers License
Preferred Qualifications:
+ Three years or more of experience in office administration or project management
+ Prior supervisory experience
Physical Requirements:
+ Must be able to communicate orally and in writing
+ Must be able to lift up to 20 lbs. of office supplies and/or resource materials
+ 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 resource materials
Knowledge, Skills, and Abilities:
+ Extensive knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer using Microsoft Office 365 suite
+ Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative
+ Knowledge of applicable state and/or federal regulatory reporting systems
+ Advanced knowledge of office practices and administrative procedures
+ Ability to plan, assign, and/or supervise the work of others
+ Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and/or any other rules as determined by Agency compliance
+ Excellent customer service skills
+ Ability to multitask and work cooperatively with others
+ Strong verbal and written communication skills, analytical, interpersonal, and organizational skills
+ Ability to interact respectfully and professionally with customers and others (students, vendors, staff, etc.)
+ Ability to work productively in teams or independently as needed
+ Ability to work with sensitive information and maintain confidentiality
+ Ability to work in a demanding and fast-paced environment
+ Ability to attend professional development opportunities and seek personal growth
+ Demonstrate a positive attitude and work ethic
+ Exhibit punctuality by arriving to work and scheduled events on time
+ Strong attention to detail and accuracy in processing
+ Ability to answer Microsoft Teams telephone system, screen calls and route to additional staff as needed
+ Ability to actively demonstrate the TEEX Values Safety, Teamwork, Adaptability, Respect, and Stewardship
Equipment:
+ Standard office equipment: computer, keyboard, multifunctional printer, telephone
Notifications:
+ This position is security-sensitive.
+ This position may require up to 10% travel
+ This position directs and evaluates the work of others.
+ 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 Public Sector office 50%:
+ Facilitates daily coordination of Program Directors office activities
+ Maintains the Directors calendar and sets appointments
+ Assist as directed to ensure deadlines are met
+ Coordinates the administrative activities and services relating to office procedures, special analysis, project summaries
+ Serves as a primary information resource for the Directors office and coordinates communication between that office and outside offices
+ Serves as an information resource on administrative operational methods and processes for the Program
+ Handles sensitive and confidential information
+ Assists, plans, and coordinates logistical and administrative support for events, meetings, specialized activities, and projects
+ Organizes and maintains a filing system
+ Coordinates record retention for the Directors office
+ Coordinates the maintenance of files, records, references, resource materials and office supplies, and equipment
+ Makes recommendations for process improvements, administrative changes, or new initiatives
+ Answers and directs incoming phone calls
+ Assists in the scheduling and coordination of logistics for internal and external meetings for the Director
+ Assist in the coordination of travel itineraries and the coordination of travel arrangements, meetings, seminars, and other special events
+ Sorts and distributes incoming and outgoing mail (as needed)
+ Assists with meeting material such as handouts, development of PowerPoint presentations, and room set up
+ Facilitates and assists with all Program Management meetings and keeps the minutes of each meeting
+ Assists with any other high-level meetings by the Directors office
Provides direction and supervision of assigned employees 40%:
+ Motivates and engages assigned employees in the day-to-day operations
+ Models and teaches the core values of the agency and division
+ Coaches and listens to employee questions and concerns and responds appropriately
+ Provides feedback in a timely manner
+ Evaluates employees, documenting evaluations, coaching and performance improvement processes appropriately
+ Ensures employees receive professional development that is job-related and that will enhance their ability to do their job
+ Assists in gathering required documentation for HR actions
+ Assists with position description updates as needed
Provides support to the Public Sector Program -10%:
+ Researches and gathers data for any special reports required by the Director
+ Serves as the primary POC for administrative functions, coordinating administrative staff within the Public Sector and coordinating with the ESTI Administrative Coordinator at the Division level
+ Supports Public Sector responses to Division and/or Agency requests for aggregated Public Sector information, accountability, RSVPs, or other special circumstances
Other Duties:
+ Works with and/or supports additional programs as needed
+ Participates in annual professional development activities as directed
+ Positively and professionally interacts with customers and others (staff, students, etc.)
+ Reports to work at the designated time (specified by Director)
+ Accurately submits all reports required by the Director
+ As part of the TEEXs 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 positions Division Director/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 institutions verification of credentials and/or other information required by the institutions procedures, including the completion of the criminal history check.
Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.
The Texas A&M Engineering Extension Service (TEEX) is an internationally recognized leader in emergency response training, workforce training and technical assistance. Last year, TEEX served more than 138,000 people from every U.S. state and territory and 131 countries worldwide.
Major TEEX programs include Fire and Emergency Services, Infrastructure and Safety, Law Enforcement and Protective Services and Business and Cyber Solutions . TEEX operates a comprehensive emergency preparedness campus with some of the worlds top training facilities, including the Brayton Fire Training Field, Disaster City and the Emergency Operations Training Center. Additionally, TEEX is home to state-of-the-art facilities for training in public utilities, law enforcement and unexploded ordnance. For cybersecurity training, TEEX has built a fully-mobile Cyber Training and Exercise Range that simulates cyberattacks, providing a hands-on experience not often seen in cyber exercises.
As part of the National Domestic Preparedness Consortium and home to the National Emergency Response and Recovery Training Center, TEEX has also been a leader in homeland security training since 1998, providing federally funded homeland security training and exercises for communities across the nation.
Beyond training and technical assistance, the agency also sponsors two statewide response teams, Texas A&M Task Force 1 (TX-TF1) and Texas A&M Public Works Response Team (TX-PWRT). While TX-TF1, an elite urban search and rescue team, provides emergency response personnel and resources during disasters , TX-PWRT restores public utilities such as water, gas and electricity after disasters.
Texas A&M Engineering Extension Service is an Equal Opportunity/ Affirmative Action/Veterans/Disability Employer.
If you need assistance in applying for this job, please call (979) 458-6801 or email employment@teex.tamu.edu .

Keywords: Texas A&M Engineering Extension Service, College Station , Administrative Coordinator I, Administration, Clerical , College Station, Texas