Administrative Program Specialist

Texas Christian University; Fort Worth (TX); Hybrid; USD 40,000 - 56,000; Full time

Job summary

Texas Christian University is seeking an Administrative Program Specialist to provide program support by facilitating goals and objectives across departments. You will assist customers with policies, maintain inventory, enter and archive data, and help prepare reports.

The role also includes managing department webpages, scheduling, handling invoices and budgets, coordinating facility needs, and supporting student workers.

Qualifications

• High School diploma or GED required.
• At least 1 year of basic office experience.
• Strong data entry and reporting skills.
• Familiarity with HTML and web content.
• Basic accounting knowledge.
• Excellent communication and organization.

Responsibilities

• Support program projects by assisting customers with policies and procedures.
• Enter, test, verify, and archive data to ensure accuracy.
• Prepare reports by researching and summarizing information and trends.
• Update department web pages and content; fix issues.
• Manage calendars and scheduling; coordinate appointments.
• Ensure compliance with guidelines; negotiate changes when needed.
• Coordinate facilities usage and maintenance; monitor equipment.
• Monitor invoices, purchase orders, and expenditures.
• Process revenue transactions; issue invoices and collect payments.
• Supervise student workers and distribute workload.

Skills

Accounting basics

HTML

Java

Data entry

Web content

Customer service

Microsoft Office

Keyboarding

Verbal communication

Grammatical writing

Education

High School diploma or GED

1 year office experience

Tools

Microsoft Office Suite

Web browsers

Job description

Job Summary:

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

Duties & Essential Job Functions:

1. Supports projects by assisting customers with policies and procedures, identifying and resolving issues; maintaining inventory levels.
2. Maintains data integrity by entering, testing, verifying and archiving data.
3. Prepares and produces reports and documents by researching, analyzing and summarizing information and trends; coordinating and completing project requirements.
4. Maintains web pages for department by creating and updating content; identifying and resolving issues and implementing results.
5. Provides scheduling functions by maintaining calendars; establishing appointments; monitoring time and date requirements; coordinating resource availability with customer requests.
6. Supports and maintains programs by complying with guidelines and regulations; negotiating for changes or exceptions.
7. Ensures operation of facilities by scheduling repairs and maintenance; coordinating facilities usage; maintain inventory records; evaluating new equipment; making recommendations for changes.
8. Organizes work by reading, routing and answering correspondence; collecting and prioritizing information; managing department procedures and telecommunications; assigning and monitoring student workers.
9. Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders, scheduling and reconciling expenditures.
10. 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.
11. 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.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.
• This is an on-campus and in-person role.

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.