Administrative Specialist for the Center for Talent and Workforce Development - Schreiner University : Job Details

SUMMARY OF RESPONSIBILITIES

Under the guidance of the Director of the CTWD, the Administrative Specialist plays a crucial role that contributes to the effective functioning and excellent student experience at CTWD. This individual is tasked with assisting with the day-to-day administration of the CTWD, ensuring that all activities align with university objectives, federal regulations, and university policies. They help foster clear and effective communication with the director, university departments, and external entities, as well as in administering and reconciling the program budgets.

Furthermore, the Administrative Specialist coordinates the director's schedule, and prepares meeting materials. They provide essential support to other grant project leaders, ensuring that all administrative tasks are carried out efficiently and effectively. In addition, the Administrative Specialist oversees the recording and maintenance of minutes and records for Advisory Councils and related activities, upholding the highest standards of integrity and confidentiality throughout all program processes. Their role necessitates the exercise of good judgment and initiative, embodying the administrative backbone of the center.

Finally, this position will provide basic administrative support for the Division of Business and the Division of Visual and Performing Arts.

ESSENTIAL FUNCTIONS

* Prepares and maintains appointment calendar, schedules appointments, and arranges meetings and all related materials for the director as needed.

* Tracks and administers annual budgets and prepares monthly updates and budget projections; reconciles budgets with Financial Services.

* Coordinates communication with the Provost's Office, the President's Offices, the President's Cabinet, the Schreiner University campus, and the public.

* Assists with student registration, payment processing, and support services, ensuring a smooth and efficient process.

* Provides presenter support and ensures smooth operation of online classes and webinars conducted on platforms such as Zoom, Microsoft Teams, and Google Meet.

* Serves as recording secretary, keeping all official meeting records, and custodian of records for the center. Also, arranges meetings, meals, and distribution of materials in advance of all meetings.

* Gathers and complies information for reports and presentations, often preparing data and official reports.

* Maintains confidentiality as appropriate, and projects professional image.

* Anticipates needs, initiates action, and provides information to the director on a regular basis.

* Provides basic administrative support for the Division of Business and the Division of Visual and Performing Arts.

* Other duties as assigned

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

* High School graduate or equivalent required, some college preferred.

* Extensively skilled with Microsoft Office Applications, particularly Word, Excel, Access, and PowerPoint; virtual meeting applications such as Zoom, Microsoft Teams, or Google Meet, working knowledge of other presentation applications.

* Excellent customer service skills, with a focus on providing a positive and helpful experience for students, faculty, and staff.

* Experience managing social media platforms, including Facebook, LinkedIn, YouTube, Instagram, and TikTok.

* Knowledge of the principles of budget planning and development.

* Ability to acquire wide knowledge of philosophy, goals, and organization of Schreiner University.

* Ability to acquire knowledge of campus policies and procedures.

* Ability to prepare reports including gathering, integrating, compiling, and analyzing data from several sources.

* Ability to schedule meetings and prepare agendas.

* Ability to provide support to committees including arranging meeting rooms, gathering, analyzing required materials, and recommending appropriate action.

* Ability to establish and maintain liaison with organizational units and other stakeholders.

* Ability to supervise and/or maintain essential records and files.

* Excellent communication skills.

* Project Management experience preferred.

* Must have a valid Texas driver's license, related insurance, and good driving record.

* Demonstrated leadership experience related to the duties of the position

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