Administrative Program Specialist-TCU Global
Texas Christian University
Fort Worth, TX
Full-time
Administration / Clerical
Posted on April 4, 2024
Job Summary:
The Administrative Program Specialist is responsible for providing program support by facilitating program goals and objectives. The Specialist is responsible for initial contact with TCU Global (managing the reception area, TCU Global email, and phone) and support of the Operations Manager. This role coordinates the work of the student peer adviser team, particularly the scheduling and training of peer advisers in their duties at the front desk/reception.
Duties & Essential Job Functions:
1. Supports projects by assisting customers with policies and procedures, identifying and resolving issues.
2. Manages public relations by greeting visitors to the TCU Global office, constituents and colleagues, in person or on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
3. Assists with maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
4. Ensures operation of office equipment by assessing needs, coordinating repairs, and making recommendations for changes.
5. Assists non-student travelers register for travel within the Terra Dotta system. Ensures all necessary documents for these individuals are completed and submitted within the system for insurance purposes.
6. Prepares and produces reports and documents by researching, analyzing and summarizing information and trends; coordinating and completing project requirements.
7. Maintains data integrity by entering, testing, verifying and archiving data.
8. Provides scheduling functions for the department by maintaining calendars for student peer advisers; monitoring and approving hours; coordinating availability to assist with advising requests.
9. Trains student staff on front-desk responsibilities and informs them of departmental operations and policies. Serves as a functional lead for student staff.
10. Organizes work by reading, routing and answering correspondence; collecting and prioritizing information; managing department procedures and telecommunications; assigning and monitoring student workers.
11. Assists the TCU Global Operations Manager with various administrative tasks as needed.
12. Performs other related duties as assigned.
Required Education & Experience:
• High school diploma or GED equivalent
• 1 year of basic office experience.
Preferred Education & Experience:
• Bachelor's degree
• Administrative experience in a customer-focused environment
• Professional experience in an educational setting
Required Licensure/Certification/Specialized Training:
• None
Preferred Licensure, Certification, and/or Specialized Training:
• None
Knowledge, Skills & Abilities:
• Skill in analytical analysis to translate data into informative reports
• Skill in clear communication, both oral and in writing, and interpersonal skills.
• Ability to work with individuals from a variety of diverse backgrounds
• Ability to work well in a team and in partnership with others
• Ability to learn and use various computer applications
• Ability to prioritize and multi-task to meet goals and deadlines
• Ability to demonstrate professionalism at all times, including timeliness and accuracy
• Ability to handle confidential information with discretion
• Ability to work well in a team and in partnership with others
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.
• This role is an on campus, in-person position.
• The noise level in this work environment is usually moderate.
AA/EEO Statement:
As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.
The Administrative Program Specialist is responsible for providing program support by facilitating program goals and objectives. The Specialist is responsible for initial contact with TCU Global (managing the reception area, TCU Global email, and phone) and support of the Operations Manager. This role coordinates the work of the student peer adviser team, particularly the scheduling and training of peer advisers in their duties at the front desk/reception.
Duties & Essential Job Functions:
1. Supports projects by assisting customers with policies and procedures, identifying and resolving issues.
2. Manages public relations by greeting visitors to the TCU Global office, constituents and colleagues, in person or on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
3. Assists with maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
4. Ensures operation of office equipment by assessing needs, coordinating repairs, and making recommendations for changes.
5. Assists non-student travelers register for travel within the Terra Dotta system. Ensures all necessary documents for these individuals are completed and submitted within the system for insurance purposes.
6. Prepares and produces reports and documents by researching, analyzing and summarizing information and trends; coordinating and completing project requirements.
7. Maintains data integrity by entering, testing, verifying and archiving data.
8. Provides scheduling functions for the department by maintaining calendars for student peer advisers; monitoring and approving hours; coordinating availability to assist with advising requests.
9. Trains student staff on front-desk responsibilities and informs them of departmental operations and policies. Serves as a functional lead for student staff.
10. Organizes work by reading, routing and answering correspondence; collecting and prioritizing information; managing department procedures and telecommunications; assigning and monitoring student workers.
11. Assists the TCU Global Operations Manager with various administrative tasks as needed.
12. Performs other related duties as assigned.
Required Education & Experience:
• High school diploma or GED equivalent
• 1 year of basic office experience.
Preferred Education & Experience:
• Bachelor's degree
• Administrative experience in a customer-focused environment
• Professional experience in an educational setting
Required Licensure/Certification/Specialized Training:
• None
Preferred Licensure, Certification, and/or Specialized Training:
• None
Knowledge, Skills & Abilities:
• Skill in analytical analysis to translate data into informative reports
• Skill in clear communication, both oral and in writing, and interpersonal skills.
• Ability to work with individuals from a variety of diverse backgrounds
• Ability to work well in a team and in partnership with others
• Ability to learn and use various computer applications
• Ability to prioritize and multi-task to meet goals and deadlines
• Ability to demonstrate professionalism at all times, including timeliness and accuracy
• Ability to handle confidential information with discretion
• Ability to work well in a team and in partnership with others
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.
• This role is an on campus, in-person position.
• The noise level in this work environment is usually moderate.
AA/EEO Statement:
As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.
