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Job Description
Job Title
International Administrative Associate
Agency
Texas A&M Engineering Extension Service
Department
Emergency Services Training Institute
Proposed Minimum Salary
$18.50 hourly
Job Location
College Station, Texas
Job Type
Staff
Job Description
The Administrative Associate III, under general supervision, provides administrative support and customer service to an individual, team, department, or group within TEEX. Duties include assisting with administrative support to include preparing files, maintaining records and documents, compiling, and verifying information using simple calculations and standard procedures. Inputs data into a tracking database or system. Processes documents or responds to requests for information from internal or external customers by phone or e-mail. May perform general office tasks such as copying, mailing, and ordering supplies and maintaining inventory. Responsible for assisting with class preparation and assisting with the coordination of class schedules, to include classroom reservations and shipping of materials to assigned Instructors.
This position reports to the International Program Director.
Required Qualifications:- High school diploma or equivalent combination of education and experience.
- Three years of related experience in general office duties, clerical or customer relations experience.
- Fluent in English and Spanish and able to effectively communicate orally and in writing in both languages
Required Licenses/Certifications:- Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
Preferred Qualifications:- Minimum of three years’ experience in all TEEX administrative duties.
- Associate’s/Bachelor’s/Master’s degree from an accredited college or university.
- Three years of experience performing student registration processes.
- Three years of experience performing class closure documentation.
Physical Requirements:- Ability to sit/stand for extended periods of time in an office environment.
- Ability to communicate verbally and in writing, both Spanish & English.
- Regular use of computer/keyboard.
- Physical conditioning consistent with maintaining and lifting and/or moving light to moderately weighted office supplies, training materials, academic records, and/or training documents.
- Physical conditioning consistent with setting up classrooms. Movement of training equipment.
Knowledge, Skills, and Abilities:- Knowledge of word processing, spreadsheet, and database applications.
- Ability to multitask and work cooperatively with others.
- Ability to work with sensitive information and maintain confidentiality.
- Strong interpersonal and organizational skills.
- Skilled at oral communications and presentations.
- Ability to effectively communicate both orally and in writing both Spanish & English.
- Ability to positively and professionally interact with clients and staff in both Spanish & English.
- Knowledge of basic office software and instructional programs.
- Skilled in utilizing various learning and active listening strategies.
- Ability to comprehend and express information and use inductive and deductive reasoning.
- Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and / or any other rules determined by TEEX compliance.
- Strong attention to detail and accuracy in processing.
- Ability to actively demonstrate the TEEX values - Safety, Teamwork, Adaptability, Respect & Stewardship.
- Ability to attend professional development opportunities and seek personal growth.
Equipment:- Continued use of standard office equipment: computer, keyboard, multifunctional printer, telephone.
Notifications:- This position is security sensitive.
- This position may require work beyond normal office hours and/or work on weekends.
- This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.
- All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.
- As part of TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head.
- Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.
Essential Duties, Tasks, and Percentages:
General Administrative Duties - 85%- Maintains class records.
- Responds and answers all inquiries by phone, email, text etc. both in Spanish & English.
- Inputs relevant data into TEEX systems.
- Responsible for invoicing, maintaining relevant logs, ordering meals for students on site, and interacting with applicable vendors.
- Verifies Cooperative Learning Center documentation, preparation, and verification of student certificate documentation.
- Performs International Team travel documentation preparation.
Program Support - 10%- Assists other ESTI programs as directed by the International Program Director and associated staff.
Travel - 5%- Travels to other TEEX locations as needed.
Other Duties:- Performs additional duties as assigned.
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
Equal Opportunity/Affirmative Action/Veterans/Disability Employer. - High school diploma or equivalent combination of education and experience.
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ABOUT THE COMPANY
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TEEX Texas A&M Engineering Extension Service
Show moreIt comes down to saving lives. From providing emergency responders to disasters across the state and nation to developing training and practical workforce solutions, TEEX makes a difference worldwide. More than 174,000 people representing every U.S. state and 109 countries are served annually through on-site and online resources for specialties from homeland security to economic development and workforce training.
Home to some of the world’s top training facilities, the emergency preparedness campus in Bryan/College Station includes the Brayton Fire Training Field, Disaster City® and the Emergency Operations Training Center. Customized TEEX training programs develop practical solutions for each client’s need through hands-on instructional facilities for public utilities, law enforcement and unexploded ordinance training at the home campus or at customer-specified locations worldwide.
Texas A&M Task Force 1 and Texas Task Force 2, the state’s elite urban search and rescue teams, are sponsored by TEEX. Throughout its existence, TX-TF1 has served the state of Texas and the nation by participating in over 100 deployments, completing search and rescue missions with highly trained and qualified personnel.
As part of the National Domestic Preparedness Consortium and home to the National Emergency Response and Recovery Training Center, TEEX has been leading homeland security training since 1998.
The major TEEX programs include fire and rescue, infrastructure and safety, law enforcement, economic and workforce development, and homeland security. As a member of The Texas A&M University System, TEEX is unique in its ability to access a broad range of emerging research and technical expertise. Beginning with course design and development all the way through hands-on instruction and national certification testing, TEEX delivers comprehensive training through both classroom and hands-on instruction and as online courses. Hosting services for online courses, technical assistance and technology validation, and bilingual training and translation services also are available.
By placing safety and well-being above all and by focusing on prevention and response, TEEX has become a comprehensive training provider through more than 80 years of extension training. Working with other agencies and encouraging involvement has led to better fire safety and emergency response, cleaner drinking water, better roads and infrastructure, improved homeland security, safer workplaces, heightened public safety and security, new therapeutics manufacturing and the evolution of cybersecurity.
Through innovative programs and adaptive outreach, TEEX services are created to train the people who expand the security, occupational and economic development of Texas and beyond.
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