Education Programs Administrative Specialist

Education Service Center Region 13; Austin (TX); On-site; Full time

Job description

Reports To:Director, Leadership and Instructional Foundations for Texas (LIFT)

Salary:This is a full-time, twelve (12) month position at 232 days with a minimum salary of $41,808.00. This is a grant-funded position and continued employment is contingent upon grant renewal.

Job Summary (Primary Purpose):Assist with tasks and duties associated with the effective functioning of the leadership and Instructional Foundations for Texas (LIFT) Department in Academic Services by providing direct assistance to the Director, Coordinators, Program Managers, Education Specialists, and external clients.

Required Qualifications (Knowledge, Skills & Education/Certificates):

• High School diploma or GED required
• At least five years’ experience as administrative assistant or in office setting required

Preferred Qualifications (Knowledge, Skills & Education/Certificates):

• Undergraduate degree preferred

Knowledge and Skills:

• Ability to maintain electronic files
• Ability to disseminate information in a clear and concise manner to internal and external clients
• Ability to organize and prioritize work flow
• Ability to multi-task when supporting multiple specialists
• Strong interpersonal skills
• Ability to work independently with minimum supervision
• Excellent verbal and written skills
• Excellent organizational skills
• Excellent interpersonal and customer service skills
• Excellent time management skills with proven ability to meet deadlines
• Ability to work quickly and efficiently but effectively
• Ability to work well in team situations and to collaborate with others
• Ability to create flyers using Canva, Publisher, or other platforms (preferred)
• Demonstrated experience using Microsoft Office Suite (Word, Excel, Powerpoint) and Google Suite
• Demonstrated experience with virtual platforms (such as Zoom and Teams)
• Demonstrated experience with understanding a learning management system (such as Canvas) preferred
• Demonstrated experience with customer service, both internal and external

Major Job Responsibilities/Essential Functions:

• Serve as a representative of ESC Region 13, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public
• Work with Education Specialists, Program Managers, Coordinators, and other Program Assistants to serve the internal and external clients associated with this position and to accomplish the goals of ESC Region 13
• Assist in preparation for and facilitation of workshops, conferences, and institutes
• Develop, design, and produce brochures, newsletters, flyers, and other documents
• Complete clerical duties in a timely and efficient manner
• Understand and use ESC Region 13 internal systems
• Receive incoming calls, take messages, and refer/route calls to appropriate staff for efficient client service in a timely and positive manner
• Have a client-centered approach with possible conflict resolution with clients
• Perform other duties as assigned

Supervisory Responsibilites:N/A

Budget Responsibilities:General knowledge of program budget

Working Conditions (Physical/Mental Demands & Environmental Factors):

• Lifting and carrying (0-15 pounds)
• Some travel by car to presentation venues as necessary
• Multi-task environment
• Ability to handle stress
• Communicates clearly and effectively (verbal and written)
• Follows policies and procedures
• Maintains emotional control
• Attention to detail
• Reading, writing, proofreading
• Office environment

Equipment Used:

• General office equipment, Windows computer and peripherals, audio/visual equipment, and other equipment as requirements change.