Administrative Coordinator I

Job Description:

Administrative Coordinator I

Description

Job Title
Administrative Coordinator I

Agency
Texas A&M Engineering Extension Service

Department
Law Enforcement and Protective Services

Proposed Minimum Salary
$3,650.35 monthly

Job Location
Bryan, Texas

Job Type
Staff

Job Description

The Administrative Coordinator position involves day-to-day operational support and administrative coordination of the Texas Forensic Science Academy & General Law Enforcement Training programs to include support to students, customers, instructors, customer service team, and training managers. Duties include assisting training programs with administrative support to include class and training support coordination, documentation review, instructor support, and collaboration within the Division and Agency. In addition, this position will be responsible for coordination and submission of third-party facility usage requests, facility reservations entries, RELLIS reservation entries, RELLIS reservations checking in and out, and assisting the Division’s Safety Officer with annual safety plans. Performs general office tasks such as copying, mailing, and ordering of supplies and maintaining inventory/tracking of assigned assets and materials.

This position reports to the program Training Director.

Required Qualifications:

• Bachelor’s degree from an accredited college or university, or equivalent combination of education and experience.
  
• Two years of experience in office administration or project management.
  

Equivalency: Will consider an Associate’s degree with four years of experience in office administration or project management, or a High School Diploma/GED with six years of experience in office administration or project management.

Required Licenses/Certifications:

• Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
  

Preferred Qualifications:

• Three years of experience in customer service, office administration, or project management.
  

Physical Requirements:

• Frequent and extended use of standard office equipment to provide administrative support and coordination.
  
• Ability to maintain physical conditioning to perform job functions consistent with moving office supplies, course materials, and files up to 20 lbs.
  
• Must be able to remain stationary for long periods of time as required by office environment.
  
• Ability to travel independently by vehicle to other local TEEX locations.
  

Knowledge, Skills, and Abilities:

• Intermediate knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer using Microsoft Office 365 suite.
  
• 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.
  
• Ability to multi-task and work cooperatively with others in a positive manner.
  
• Strong verbal and written communication skills, analytical, interpersonal, and organizational skills.
  
• Ability to interact respectfully and professionally with customers and others (e.g. students, vendors, staff, etc.) while providing excellent customer service.
  
• Ability to work in a demanding and fast-paced environment.
  
• Ability to exhibit punctuality by arriving to work and scheduled events on time.
  
• 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, fax, copier, scanner, webcam.
  

Notifications:

• This position is security sensitive.
  
• This position may require work beyond normal office hours and/or work on weekends.
  
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations 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.
  
• As part of 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 Director/HQ Department Head.
  
• Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.
  

Essential Duties, Tasks, and Percentages:

Administrative and Customer Care Support - 50%

• Provides clerical and administrative support to Training Managers/Training Coordinators.
  
• Answers general email questions and phone calls from customers or routes them to the appropriate party.
  
• Communicates and supports instructor inquiries concerning any issues related to course delivery logistics. (inbound or outbound)
  
• Orders printed course materials and applicable course supplies and maintaining materials inventory as needed.
  
• Provides class administrative support.
  
• Communicates with class point of contact (POCs) to work through any enrollment or logistical questions or issues.
  
• Ensures that classes are added to TEEXApps in a timely manner for student registration and ensuring vetting is applied when appropriate and the use of the itinerary function is included and configured correctly when applicable.
  
• Ensures any applicable TEEX, TCOLE, or other third-party credentialing organization paperwork or approvals for a class delivery has been obtained.
  
• Ensures class packets and printed class materials (when applicable) are coordinated and shipped to/with appropriate parties for each class delivery.
  
• Supports student testing logistics, such as reserving a testing room or ensuring a test proctor is assigned.
  
• Supports classroom and facility reservations for program and class use. (e.g., RELLIS reservations)
  
• Coordinates classroom set up as required. (e.g. classroom delivery, orientation preparations)
  
• Provides clerical and administrative support to the customer service team.
  
• Ensures the customer service team has all the necessary paperwork from the instructors to close the class.
  
• Communicates class cancellations to all applicable parties. (The customer service team will contact students)
  
• Demonstrates a positive attitude and work ethic while working productively in a team environment or independently.
  
• Coordinates word processing and/or data management activities within the program and assists program staff with the use of these applications.
  
• Composes correspondence and reports and ensures proper editing and proofreading.
  
• Creates and maintains spreadsheets and program-related databases as requested.
  
• Coordinates the development of program-related office procedures, including complex or specialized functions.
  
• Explains, applies, interprets, and communicates policies and procedures.
  
• Monitors compliance with all applicable program and TEEX policies and procedures.
  
• Maintains a strong attention to detail and accuracy in processing while maintaining compliance with handling sensitive information and maintaining confidentiality of information.
  
• Serves as an information resource for course requirements, registration details, and generalized problem solving/troubleshooting.
  

Coordinate Division Training Facility Props Usage - 30%

• Ensures accurate and timely facility reservations within their respective repositories.
  
• Assists the Division with coordination of the TEEX facility usage and third-party facility usage requests.
  
• Monitors facility availability.
  
• Selects appropriate range locations.
  
• Identifies multiuse opportunities.
  
• Ensures appropriate RTA areas are selected for billing.
  
• Coordinates the facility key issuances and returns, including checking in/out for facility users.
  
• Maintains appropriate documentation for facility usage.
  
• Assists with the issuance of MOU’s and MOA’s for facility usage.
  
• Maintains a current log of range masters/safety officers.
  
• Assists with the preparation and submission of annual safety plans for ranges and training props.
  
• Conducts pre and post facility inspections when necessary.
  

Training Support Coordination - 20%

• Maintains program supplies and equipment for the program, including the coordination of support related to preparation for conferences, promotional events, trade shows and/or training events.
  

TFSA/GLET Programs

• Uses SharePoint to verify classroom and facility entries coinciding with the delivery of the programs enterprise deliveries to ensure they do not conflict with other programs.
  
• Handles the paperwork intake processing review and verification (including course prerequisites) and serves as the POC for contacting the student for required information.
  
• Drafts memos for student dismissal from the program and communicates dismissals to the customer service team to ensure student access to course materials is removed in a timely manner.
  
• Files student assignments and organizes student files for audits.
  
• Coordinates the process for any required state or third-party credentialing organization’s paperwork requirements.
  
• Communicates acceptance letters and schedules to the enrolled collegiate students.
  
• Supports program graduation with venue reservations, graduation set-up, welcoming attendees, and ordering certificates of completion.
  
• Supports the training program in setting up online course sequences corresponding with each course offering as requested.
  
• Assists with monitoring of students in the eLearning system.
  
• Sends adjunct instructors TDEM sUAS updated rosters 24 hours prior to class delivery.
  
• Coordinates, with conjunction with the customer service team, the vetting of students to ensure all course prerequisites have been uploaded, when applicable, and are accurate.
  

Additional Program/Division Responsibilities:

• Participates in professional development opportunities.
  
• Maintains a clean and professional appearance.
  
• Maintains an orderly and clean workspace.
  
• 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/Veterans/Disability Employer.