"Administrative Specialist CTWD"

Job Details

ABOUT THE CENTER FOR TALENT AND WORKFORCE DEVELOPMENT

At the Center for Talent and Workforce Development (CTWD), we are dedicated to building a brighter future for Texas by contributing to the Schreiner 2030 Strategic Plan and Texas 2036 Strategic Framework. Our mission is to strengthen the state’s workforce, economy, and community through impactful training programs and community-focused education initiatives.

Our diverse offerings are designed for working adults who are ready to start, refocus, or elevate their careers. Programs include certification programs, continuing education, professional development, workshops, webinars, and networking events.

Aligned with Texas’s economic strategic goals, CTWD empowers individuals with the skills and knowledge needed to contribute meaningfully to the state’s evolving workforce, fostering both professional development and community impact.

SUMMARY OF RESPONSIBILITIES

We are seeking an administrative specialist who creates a positive and professional environment, delivers high-quality customer service, and collaborates effectively with others to achieve the department’s goals. This individual is a high achiever and self-starter who takes initiative and works proactively. This position provides administrative support for the CTWD staff. Responsibilities include office management, document preparation, project management, event management, coordinating travel, digital communication support and budget management.

ESSENTIAL FUNCTIONS

• Office Management: Answer and route incoming phone calls professionally and efficiently. Greet and assist visitors or direct them to the appropriate staff member. Maintain organized filing systems (physical and/or digital). Provide basic clerical support including copying, scanning, and ordering supplies.
• Document Preparation: Proofread documents for accuracy in grammar, formatting, and spelling. Print and distribute finalized materials and correspondence. Distribute and collect program survey data.
• Event Management: Assist with scheduling and managing events, workshops, information sessions and job fairs including reserving locations, ordering catering, welcoming, and assisting guests, and managing any issues.
• Calendar and Meeting Management: Assist the CTWD staff with calendar and scheduling.
• Travel support: Assist staff and Schreiner guests with booking and reimbursing travel expenses for university activities.
• Budget and Procurement Support: Process CTWD tuition payments and partner organization invoicing. Track and monitor the budget, ensuring accurate record-keeping of expenses, budget allocations, and financial commitments. Prepare, review and process department purchase requisitions, forms, and reimbursements, ensuring adherence to the university financial policies and procedures. Procure supplies and equipment. Monitor and track contracts, route for appropriate signatures, log into tracking system and notify staff of expiration.
• Flexibility to work occasional evenings or weekends as needed to support departmental needs and activities.
• Assist with special projects as needed
• Perform other duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• Education and Experience: High school diploma or equivalent required; associate’s degree preferred. Prior administrative or clerical experience is required.
• Customer Service Skills – Ability to provide professional, courteous, and responsive service to students, families, faculty, staff, and external stakeholders. Must demonstrate strong interpersonal skills, active listening, empathy, and the ability to de-escalate difficult situations. Ability to maintain a positive and helpful demeanor in person and on the phone.
• Communication Skills – Ability to communicate clearly and professionally in English, both verbally and in writing. Must be able to compose basic documents such as emails, standard letters, and informational materials. The ability to convey information effectively to diverse audiences, including students, staff, faculty, and the public.
• Math Skills – Ability to calculate figures and amounts.
• Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram form.
• Computer Skills – To perform this job successfully, an individual should have experience with commonly used Internet browsers, as well as proficiency in Microsoft Outlook, Word, and Excel. Must be able to learn and utilize various CRMs: Jenzabar and Jenzabar Recruitment Manager.
• License – Must have a valid Texas driver’s license, related insurance, and a good driving record to drive any vehicle, including personally owned vehicles, on behalf of the University.