Program Coordinator II - (STA009027)

Coordinates and provides senior-level administrative support to an ongoing program at the University.

1. Coordinates program to ensure that implementation and prescribed activities are carried out in accordance with specified objectives.
2. Participates in planning and develops methods for program implementation and administration; coordinates program activities and processes.
3. Reviews program records and reports of activities. Recommends modifications to methods or procedures as required.
4. Prepares recurring and ad hoc program reports for management use.
5. Assists in preparing reports, proposals, manuals, and other documentation as required for the program.
6. Participates in budget planning and is responsible for controlling expenditures in accordance with budget allocations for the program.
7. Conducts formal training or gives instruction regarding program policies and procedures.
8. Interacts with faculty, staff and students to promote the goals and objectives of the program.
9. Develops and maintains database on research studies, policy issues, etc.
10. Performs other job related duties as required.

EEO/AA

Qualifications :

Associates and 1 year experience

Education: Requires the ability and knowledge for analysis and interpretation of procedures, policies and practices attainable through specific education and/or training programs in a specialty or technical field. Advanced vocational or electronic skills or a basic knowledge of a professional field is required. An Associate's degree or certification/licensing in a technical specialty program of over 18 months and up to 3 years duration are characteristic of this field.Experience: Requires a minimum of one (1) year of directly job-related experience.

Education may be accepted in lieu of experience.

Additional Posting Information:

The University of Houston Procurement Technical Assistance Center (UH PTAC) provides education and guidance to individuals who want to sell their goods and services to federal, state, and local government. The primary responsibility for the selected individual will be to coordinate and manage the administrative requirements of the Procurement Technical Assistance Program (PTAP). The Program Coordinator will work closely with the Program Director and assist him or her with program management.

Primary responsibilities of the Program Coordinator include but are not limited to:

• Promoting the services of the UH PTAC to individuals to include educating callers and others on our program, the services we provide, program eligibility, and how to become a client.
• Managing client applications. This includes:
  • Monitoring daily our Client Management System for receipt of client applications.

(Note: Training will be provided on the Client Management System and tools used by the UH PTAC.)

• • Screening applications for program eligibility and resolving issues with applicants before assigning an advisor.
  • Assigning an advisor.
  • Creating the Customer Section record in the Client Management System.
  • Creating the client Initial Transfer entry and attaching the lead advisor email and other pertinent documentation to the client record.
• Preparing and sending out client notifications weekly as determined by the Program Director. Understanding how to create notices in with Constant Contact is a plus.
• Creating live event on on-demand webinar notices in CenterIC; links appropriate training documents to the event, sets up the event survey, participates as a event monitor, tracks event attendance, and closes out the event.
• Preparing and sending out our quarterly survey to clients.
• Monitoring clients’ status in the Client Management System and closing inactive client records.
• Requesting contract award reports and entering client contract awards in the Client Management System.
• Managing, preparing, submitting, and tracking team travel requests, expense reports, and requests for mileage payment.
• Managing the office supply ordering; coordinate with team members for supplies monthly and place and receive supply orders.
• Making associated payments using the UH Purchase Card (P-Card), i.e., supplies, team association dues, conference registrations, etc.
• Managing and tracking new employee in-processing requirements.
• Managing and tracking suspenses to completion.
• Checking UH PTAC mail bin daily and distribute mail to the team.
• Managing and stocking our client refreshment area.
• Other duties as required for the position.

Organizational Skills. This position requires someone who has outstanding organizational skills who can develop and document processes and procedures for the responsibilities of the position.

Applicant must be proficient in typing and have Intermediate skills using the programs MS Office Word, Excel, and PowerPoint.

Refer to the document titled “Computer Skills: Level of Proficiency” prepared by Concordia University, September 2011, for the levels of competency required for Intermediate skills in Word, Excel, and PowerPoint.

Able to work in customer-service environment and provide continuous professional and courteous service.

Additional duties are assigned with this position to assist with managing the program execution. Examples include, but are not limited to:

• Developing, coordinating, and maintaining team management products utilizing MS Office Word, Excel, PowerPoint, and SharePoint.
• Recommending clients for special events, newsletter spotlight articles, and preparing support documents.
• Participating and contributing to social media content.

Continuous research, training, and learning to stay proficient in the position is a necessity. The selected applicant is expected to develop a proactive, personalized training plan that complements their continuous learning.

Applicants should limit their resumes to no more than two pages.

The selected candidate will also take part in the center’s promotion and business development that may include, but is not limited to attending, and participating in events within our 32-county service area.

The PTAC program is funded through a cooperative agreement with the Defense Logistics Agency (DLA) and a special line item from the State of Texas. The continuation of all SBDC positions, including the position offered herein, are contingent on the continuation of funding from both the DLA and the State of Texas at current funding levels.

PTAC services are available in 32 counties in the Greater Houston Area and including the cities of Beaumont, Galveston, and College Station. Travel may be required, and the use of a personal vehicle is required. Out of town travel may be required periodically.

This work location for this position is 1455 West Loop South, Suite 890, Houston, TX 77027-9530.