Administrative Coordinator

2 days ago

Austin, Texas, United States EMPLOYEES RETIREMENT SYSTEM Full time
Job Title: Administrative Coordinator

We are seeking an experienced Administrative Coordinator to provide advanced administrative support and coordination to the Employees Retirement System's Benefits Communications Division (BCOM). The ideal candidate will have a strong understanding of administrative processes, excellent communication skills, and the ability to work in a fast-paced environment.

Key Responsibilities:
  • Provide senior-level administrative assistance and coordination to the BCOM director, assistant director, and staff.
  • Manage budget processes, including tracking and transactions, estimates, requisitions, and expense logs.
  • Update and maintain the division's internal collaboration and document management platform.
  • Prepare, edit, and distribute correspondence, reports, studies, forms, policy and process documents, staff bios, reference guides, and other informational materials.
  • Assist with internal communications deliverables, including an internal newsletter.
  • Proofread content for publications, presentations, social media, and the external ERS website.
  • Coordinate and perform general office duties, such as tracking and ordering supplies, equipment, and event materials, responding to inquiries, and disseminating information.
  • Work with division staff to compile and track metrics, including survey results, analytics, and other data for charts, graphs, and tables.
  • Coordinate translation of informational materials by a third-party vendor.
  • Work cross-functionally to coordinate updates to the ERS Style Guide and Glossary.
  • Provide travel support and coordination, including required processes, forms, and reports.
  • Support and coordinate scheduling, shared calendars, group email boxes, mailing lists, and event planning.
  • Provide support during hiring and orientation of new division employees, including application and interview matrices, interview scheduling, and coordination with other divisions during onboarding.
  • Serve as division records retention coordinator; work with Records Management to maintain and archive records according to the records retention schedule.
  • Serve as the division point of contact for Open Records Requests.
  • May train staff on division or enterprise resources, platforms, policies, and procedures.
Requirements:
  • Graduation from an accredited senior high school or equivalent.
  • Five (5) years of experience providing administrative support in a professional office setting, including managing calendars, scheduling travel arrangements, handling sensitive or confidential information, drafting correspondence, etc.
  • Three (3) years of experience using intermediate Microsoft Office applications (Outlook, Word, Excel, PowerPoint, etc.), laptop computers, and standard office equipment.
  • One (1) year of experience working with general purchasing rules, policies, and guidelines, including requisitions, purchase orders, budget tracking, travel reimbursement, etc.
Preferred Qualifications:
  • Demonstrated experience in performing grammar and proofreading functions through relevant work experience.
  • Advanced SharePoint proficiency and experience.
  • Experience writing and editing communications materials.
  • Familiarity with employee benefits and retirement programs.
  • Experience using discretion in handling confidential or sensitive matters.
Skills Assessment:

As part of the selection process, qualifying candidates may be required to take a MS Excel, MS Word, and/or PowerPoint skills test to measure proficiency.

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