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Job Description

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

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

• Three years of experience in office administration or project management.
  
• Educational sales experience.
  
• Prior supervisory experience.
  

• 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 of office practices and administrative procedures.
  
• Working knowledge of Microsoft Word, Excel, PowerPoint and possessing 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.
  

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

• 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.
  
• 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.
  

• 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.
  

• 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 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.
  

• 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
  
• Performs additional work duties as assigned