Job Summary:

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

Duties & Essential Job Functions:

1. Facilitates department projects and events by creating and documenting the process to implement the project/event; assisting department with policies and procedures; monitoring project/event progress; coordinating associated activities; communicating with vendors; identifying and resolving issues; making recommendations for management’s approval.
2. Gathers information regarding student degree progress, class scheduling, and enrollment in order to support curricular initiatives and assist with identifying opportunities for growth and student success. Collaborates with office staff and program administration on all projects and initiatives.
3. Monitors budget by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures; verifying transaction information by following internal accounting controls; computing charges and refunds; preparing and sending invoices; identifying delinquent accounts and insufficient payments; notifying customers of insufficient payments.
4. Collaborates with hotel vendors, makes reservations, and processes invoices.
5. Supports and maintains programs and events by complying with guidelines and regulations; negotiating for changes or exceptions; collaborating with other office staff to manage department events by preparing agendas and programs, making guest travel arrangements, reserving and preparing facilities.
6. Contributes to professional environment for department constituents; assisting office operations and knowing key office functions to provide customer service including knowledge of department and university programs; supporting department public relations by greeting visitors, constituents, and colleagues, in person and on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
7. Produces information and reports by researching, analyzing, and summarizing information and trends; developing, transcribing, editing, retrieving, filing, and transmitting text, data, and graphics; coordinating and completing project requirements; and maintaining data integrity by carefully entering, testing, verifying and archiving department data.
8. Maintains data integrity and confidentiality by entering, verifying and archiving data for student records.
9. Prepares and produces reports and documents by researching, analyzing and summarizing information and trends; coordinating and completing project requirements.
10. Assists in maintaining web pages for department by creating and updating content; identifying and resolving issues and implementing results.
11. Manages department schedules by maintaining calendars; establishing appointments; monitoring time and date requirements; arranging meetings, classes, conferences, teleconferences, and may assist with travel.
12. Supports and maintains programs by complying with guidelines and regulations; negotiating for changes or exceptions.
13. Ensures operation of facilities by scheduling repairs and maintenance; coordinating facilities usage; maintain inventory records; evaluating new equipment; making recommendations for changes.
14. Organizes work by reading, routing and answering correspondence; collecting and prioritizing information; managing department procedures and telecommunications; assigning and monitoring student workers.
15. Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders, scheduling and reconciling expenditures.
16. Coordinates with the Administrative Assistant to manage the maintenance of office supply inventory.
17. 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.
18. 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
• 3 or more years of higher education office experience

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.
• 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 role is an on campus, in-person position.

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.