Job Description

Administrative Coordinator I (PV Extension)

Agency

Prairie View A&M University

Department

Cooperative Extension Programs

Commensurate

Prairie View, Texas

Staff

_______________________________________________________________________________

The Administrative Coordinator I provides advanced administrative, operational, and customer service support for the PV Extension Program. This position serves as a key point of contact for internal and external stakeholders, including county employees, agents, program staff, community members, university partners, and the public. The role is responsible for ensuring professional office operations, coordinating administrative processes, supporting program delivery, and contributing to the overall efficiency and effectiveness of Extension services.

This position is funded by a grant or restricted funds. Continued employment is contingent on the renewal of grant or restricted funding.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position.

Responsibilities:

• Provides professional front-line administrative support by greeting guests, answering and directing phone calls, assisting visitors, responding to inquiries, and taking messages for employees while maintaining a welcoming, courteous, and professional environment.
• Provides direct administrative assistance in the delivery of departmental and Extension services to county employees, agents, program staff, and the public, ensuring efficient daily operations and timely support.
• Organizes, maintains, and updates electronic and physical filing systems for departmental records, program documents, personnel materials, financial records, reports, correspondence, and other official documents to ensure easy access, compliance, and accurate recordkeeping.
• Offers administrative support to Extension teams as needed, assisting with daily operations, internal processes, program support tasks, and special assignments to enhance overall efficiency.
• Receives, assesses, and responds to general and complex questions, concerns, complaints, and service-related issues from county employees, Extension agents, program participants, and the public.
• Exercises sound judgment in resolving routine matters and promptly routes complex or sensitive issues to the appropriate personnel for follow-up and resolution.
• Creates, edits, and distributes departmental and program communications, including memos, letters, emails, announcements, reports, and telephone communications, ensuring accuracy, professionalism, and timely dissemination of information.
• Serves as a liaison between the PV Extension Program, county offices, internal departments, external stakeholders, and the public to support effective communication and service delivery.
• Manages purchasing and financial administrative processes, including requisitions, purchase orders, vendor payments, invoice tracking, and related documentation.
• Ensures transactions are completed accurately, timely, and in alignment with applicable budgetary guidelines, university procedures, and program needs.
• Monitors purchasing documentation and payment status, follows up with vendors and internal departments as needed, and maintains accurate fiscal records to support accountability and compliance.
• Maintains and updates personnel-related records and documentation, including attendance records, worker’s compensation tasks, and other employee-related information.
• Ensures confidentiality, accuracy, and compliance with departmental, college, university, and system-level procedures related to personnel documentation and administrative records.
• Assists with onboarding, employee recordkeeping, administrative forms, and related personnel processes as needed to support program operations.
• Maintains accurate program statistics, operational data, and administrative records.
• Prepares detailed and complex reports to support departmental planning, analysis, compliance, decision-making, and program evaluation.
• Collects, organizes, and tracks data related to program activities, administrative operations, personnel needs, purchasing activity, and stakeholder services.
• Provides administrative support to Extension teams, county personnel, and program leadership by assisting with special projects, operational initiatives, event preparation, data collection, reporting, and process improvement efforts.
• Supports special projects using independent judgment, problem-solving, and decision-making skills to contribute to successful project completion and improved departmental operations.
• May provide guidance, onboarding support, or training to administrative, clerical, student, or temporary support personnel regarding office procedures, administrative processes, document management, customer service expectations, and program support functions.
• Performs other duties as assigned to support the goals, priorities, and operational needs of the PV Extension Program.

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.
• Two years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organization skills.

Preferred Qualifications:

• Good knowledge of spelling, grammar, and punctuation.
• Good knowledge of office procedures.
• Skill in performing basic mathematical calculations.
• Skill in operating a personal computer, typewriter, and basic office equipment. Ability to accurately enter data and file information.
• Ability to communicate effectively verbally and in writing.
• Ability to work independently; ability to establish and maintain effective working relationships with co-workers, county employees, and the public.

Special Requirements:

• Applicants with equivalent experience in place of a Bachelor’s degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency of a Bachelor’s degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of six years of experience.

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/Veterans/Disability Employer.