Administrative Specialist for the Center for Talent and Workforce Development

SUMMARY OF RESPONSIBILITIES

Under the guidance of the Director of the CTWD, the Administrative Specialist plays a crucial role contributing to the effective operational functioning and excellent student experience of the Center. This individual is responsible for the day-to-day administrative management of the CTWD, ensuring all activities align with university objectives, policies, and applicable regulations.

The Administrative Specialist coordinates the director’s schedule, supports student enrollment, and oversees financial transactions (including purchase orders, check requests, and credit card reconciliations), and manages marketing and promotional operations. Serving as an organizational hub for the department, this individual must be highly organized, adept at multitasking across concurrent projects, and agile in learning and managing a variety of internal software systems.

ESSENTIAL FUNCTIONS

• Coordinates and maintains the Director’s calendar, arranges appointments, prepares meeting materials, and coordinates logistics (meeting spaces, technology, and catering).
• Fosters clear, professional communication with university leadership, academic departments, campus partners, and external stakeholders.
• Serves as custodian of departmental records, ensuring high standards of confidentiality, data integrity, and professional office standards.
• Oversees purchase orders (POs), check requests, and monthly departmental credit card statements.
• Coordinates and assists with the enrollment and registration processes for CTWD students and program participants.
• Supports event and instructional delivery, including logistics for workshops, career fairs, webinars, and online courses across platforms such as Zoom, Teams, or Google Meet.
• Maintains CTWD’s social media presence across platforms under the strategic direction of the Director.
• Oversees departmental print and digital collateral (flyers, booklets, brochures, and program guides); keeps materials stocked and organized, prepares collateral for events/career fairs, archives obsolete files, and makes timely content updates.
• Researches, sources, creates, orders, and maintains inventory of promotional items and branded giveaways for outreach events, conferences, and career fairs.
• Effectively multitasks and balances priorities across multiple simultaneous departmental initiatives.
• Quickly learns, navigates, and maintains proficiency across a variety of institutional platforms, software tools, and management systems.
• Performs other related duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• High School diploma or equivalent required; some college preferred.
• 2+ years of administrative support, office management, or program coordination experience.
• Experience with basic budget oversight, purchase orders, invoicing, or credit card reconciliation.
• Proven experience managing social media channels (e.g., LinkedIn, Facebook, Instagram) in a business or educational setting.
• High technological agility with a demonstrated ability to learn and adapt to multiple software platforms, databases, and administrative systems quickly.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and cloud collaboration tools.
• Familiarity with virtual conferencing platforms (Zoom, Microsoft Teams, Google Meet).
• Basic design/layout familiarity for updating promotional flyers and digital graphics (e.g., Canva or similar design tools) is a plus.
• Exceptional Organization & Multitasking: Demonstrated ability to manage competing deadlines, coordinate multiple active projects, and prioritize tasks effectively in a dynamic environment.
• Customer Focus & Communication: Strong written, interpersonal, and verbal communication skills with a student-centered approach.
• Discretion & Initiative: Sound judgment, proactive problem-solving ability, and adherence to strict confidentiality standards.
• Valid Texas driver’s license, reliable transportation, and an insurable driving record.