Senior Administrative Coordinator

1 week ago

Corpus Christi, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

The Texas Department of Aging & Disability Services is in search of exceptional candidates to fill the role of Administrative Assistant III within the Access and Eligibility Services, specifically for the Foster Grandparent Program.

This program is dedicated to linking Texans with essential services and support, particularly for individuals and families requiring assistance with food, healthcare, financial aid, and various social services.

The Foster Grandparent Program not only offers meaningful volunteer opportunities for adults aged 55 and older but also addresses critical community needs by providing support to children with special requirements.

The Administrative Assistant III will report directly to the Program Supervisor and will collaborate closely with the Volunteer Services Coordinator to facilitate the daily functions of the program.

Key responsibilities encompass advanced administrative support tasks, including responding to inquiries about the program through various communication channels, assisting in the collection and entry of program data, and preparing and refining reports and documentation.

This position is also tasked with maintaining, updating, and organizing files as mandated by regulatory standards, serving as the primary contact in the absence of the Volunteer Services Coordinator, disseminating program and resource information, and executing other administrative and technical duties that necessitate a degree of independent judgment and initiative.


Core Responsibilities:
Regularly attends work in accordance with agency policies.
1. Responsible for gathering, monitoring, and entering volunteer time and mileage into the program's tracking system.

On a bi-monthly basis, this role involves collecting and processing time sheets for each volunteer within a specified timeframe for review before submission to the appropriate office.

This may require multiple communications and visits to ensure compliance. Assist in documenting corrective actions for volunteers who fail to submit timekeeping as required (10%).
2. Maintain current program data tracking lists within the designated system.

This includes managing enrollment forms for incoming volunteers and annual renewal forms for active participants.

Accurate data entry is crucial to avoid potential funding losses (20%).
3. Manage the filing and record-keeping of volunteer files and related documentation in compliance with regulatory guidelines.

Additional Duties:

4. Assist with the onboarding and training of new volunteers, including providing necessary paperwork and scheduling appointments (10%).
5. Track incoming data such as child progress reports and volunteer evaluations, ensuring timely collection to meet reporting deadlines (5%).
6. Support the organization of monthly volunteer meetings and special events as directed (10%).
7. Aid in volunteer recruitment efforts, including scheduling presentations and preparing promotional materials (10%).
8. Create newsletters, invitations, and other communication materials as needed (5%).
9. Attend required training sessions and conferences as designated (5%).
10. Perform general office tasks, including supply ordering and phone management (5%).
11. Serve as the point of contact in the absence of the Volunteer Services Coordinator (5%).

Required Skills and Qualifications:
Familiarity with office practices and administrative procedures.
Proficiency in computer applications, particularly Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook).
Strong verbal and written communication skills.
Ability to collaborate effectively with diverse groups.
Competence in operating standard office equipment.
Attention to detail and accuracy in numerical tasks.
Ability to interpret and apply rules and regulations effectively.
Professional and courteous communication skills.

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