Program Assistant I

Education Service Center Region 13; Austin (TX); On-site; USD 37,627 - 45,988; Full time

Job summary

The Education Service Center Region 13 in Austin, Texas, is looking for an Administrative Assistant to support the leadership and Instructional Foundations for Texas (LIFT) Department. This full-time role involves assisting the Director and various team members with administrative tasks while ensuring effective communication and organizational services.

Qualifications include at least five years of experience in an administrative capacity along with a high school diploma or GED, with preference given to candidates with an undergraduate degree. Strong organizational and interpersonal skills are necessary to thrive in this multi-tasking environment.

Qualifications

• Minimum of five years' experience as administrative assistant or in office setting.
• Ability to work independently with minimum supervision.
• Ability to handle stress and multi-task effectively.

Responsibilities

• Assist in preparation for workshops and conferences.
• Develop and produce promotional materials.
• Serve as a representative of ESC Region 13 with courtesy and tact.

Skills

Excellent verbal and written skills

Strong interpersonal skills

Organizational skills

Time management skills

Customer service skills

Education

High School diploma or GED

Undergraduate degree (preferred)

Tools

Microsoft Office Suite

Google Suite

Zoom and Teams

Canva

Learning management system (Canvas preferred)

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.