Administrative Program Specialist

Texas Christian University; Fort Worth (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Texas Christian University in Fort Worth is seeking an Administrative Program Specialist to provide program support and help advance department goals and objectives.

You will assist with event coordination in the University Unions, manage contracts, monitor expenses, and support administrative and project tasks.

The role requires a high school diploma or GED and at least one year of basic office experience, with strong organizational and communication skills.

Qualifications

• High school diploma or GED required.
• At least 1 year of basic office experience preferred.

Responsibilities

• Supports event operations in the University Unions by assisting with event coordination and execution; supporting the administration and utilization of the department's event management software; assisting customers with policies and procedures; and identifying and resolving event-related issues.
• Supports operation of facilities by submitting requests for repairs and maintenance; coordinating facilities usage; maintain inventory records; evaluating new equipment; making recommendations for changes.
• Provides administrative and project support for departmental programs and initiatives by researching and summarizing information; preparing reports and documents; maintaining records; and coordinating project requirements.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinates departmental contract workflows by initiating and tracking agreements; maintaining contract documentation; communicating with internal and external partners; and ensuring contracts move through appropriate review and approval processes.
• Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures; and facilitating student reimbursement and purchasing process.
• Manages revenue by verifying transaction information by following internal accounting controls; computing charges and refunds; preparing and mailing invoices; identifying delinquent accounts and insufficient payments; notifying customers of insufficient payments.
• Coordinates with external organizations seeking to market in the Unions, including communicating with possible vendors, scheduling marketing locations, resolving problems, and invoicing.
• Performs other related duties as assigned.

Skills

Customer service

Organizational skills

Problem solving

Verbal communication

Research techniques

Typing

Education

High school diploma or GED

Tools

Microsoft Office

HTML

Java

Job description

Job Summary:

The Administrative Program Specialist is responsible for providing program support by facilitating program goals and objectives.

Duties & Essential Job Functions:

• Supports event operations in the University Unions by assisting with event coordination and execution; supporting the administration and utilization of the department's event management software; assisting customers with policies and procedures; and identifying and resolving event-related issues.
• Supports operation of facilities by submitting requests for repairs and maintenance; coordinating facilities usage; maintain inventory records; evaluating new equipment; making recommendations for changes.
• Provides administrative and project support for departmental programs and initiatives by researching and summarizing information; preparing reports and documents; maintaining records; and coordinating project requirements.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinates departmental contract workflows by initiating and tracking agreements; maintaining contract documentation; communicating with internal and external partners; and ensuring contracts move through appropriate review and approval processes.
• Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures; and facilitating student reimbursement and purchasing process.
• Manages revenue by verifying transaction information by following internal accounting controls; computing charges and refunds; preparing and mailing invoices; identifying delinquent accounts and insufficient payments; notifying customers of insufficient payments.
• Coordinates with external organizations seeking to market in the Unions, including communicating with possible vendors, scheduling marketing locations, resolving problems, and invoicing.
• Performs other related duties as assigned.

Required Education & Experience:

• High school diploma or GED equivalent.
• 1 year of basic office experience.

Preferred Education & Experience:

None

Required Licensure/Certification/Specialized Training:

None

Preferred Licensure, Certification, and/or Specialized Training:

None

Knowledge, Skills & Abilities:

• Knowledge of basic accounting processes.
• Knowledge of web-based applications such as HTML and JAVA.
• Knowledge of organization skills and problems solving skills.
• Knowledge of basic research techniques.
• Knowledge of customer service techniques.
• Skill in some or all the components of Microsoft Office.
• Skill in basic keyboarding.
• Skill in the use of Microsoft Office to include Word, Excel and Outlook.
• Skill in the accuracy with numeric techniques.
• Ability to operate basic office equipment.
• Ability to clearly communicate verbally.
• Ability to draft grammatically correct correspondence.
• Ability to balance multiple projects simultaneously.
• Ability to work independently.
• Ability to evaluate and make recommendations to improve operations.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.

TCU Annual Security Report & Fire Safety Report Notice of Availability

Texas Christian University is committed to assisting all members of the campus community in providing for their own safety and security. TCU’s Annual Security Report and Fire Safety Report is published in compliance with the Jeanne Clery Disclosure of Campus Security Policy & Campus Crime Statistics Act (Clery Act) and the Higher Education Opportunity Act. This report includes statistics for the previous three calendar years concerning reported crimes that occurred on campus, in certain off-campus buildings owned or controlled by the University, and on public property within, or immediately adjacent to and accessible from the campus. The statements of policy contained within this report address institutional policies, procedures, and programs concerning campus security, alcohol and drug use, crime prevention, the reporting of crimes, emergency notifications and timely warning of crimes, sexual and interpersonal violence, and personal safety at TCU. Additionally, this report outlines fire safety systems, policies and procedures for on-campus housing facilities, as well as residence hall fire statistics. The Annual Security Report and Fire Safety Report can be found on the TCU Police Department website at https://police.tcu.edu/annual-security-report, or a paper copy of the report may be obtained by contacting the TCU Police Department at 817-257-7930, or via email at [e-mail].