| Description: 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.
4. Recommends modifications to methods or procedures as required.
5. Prepares recurring and ad hoc program reports for management use.
6. Assists in preparing reports, proposals, manuals, and other documentation as required for the program.
7. Participates in budget planning and is responsible for controlling expenditures in accordance with budget allocations for the program.
8. Conducts formal training or gives instruction regarding program policies and procedures.
9. Interacts with faculty, staff and students to promote the goals and objectives of the program.
10. Develops and maintains database on research studies, policy issues, etc.
11. Performs other job-related duties as required.
Additional Posting Information:
This position is located at 1455 West Loop South, Houston TX 77027.
The UH APEX Accelerator provides education and guidance to individuals interested in selling their goods and services to government (Federal, State & Local) agencies. The primary responsibility of this role will be to coordinate and manage the administrative requirements of the APEX Accelerator Program. The Program Coordinator will work closely with the Program Director to assist them with program management and execution.
Primary duties and responsibilities of the Program Coordinator are:
• Acting as the first point of contact for prospective Clients to include educating callers and others (e.g., via E-mail) on the APEX Program, the services we provide, Program Eligibility, and how to become a Client
Note: This position manages Client applications including:
o Daily monitoring of our Client Management System (CMS) for receipt of Client applications
o Screening applications for Program Eligibility and resolving issues with applicants before assigning an Advisor
o Assigning Clients to Advisors
o Creating the Client Initial Information Transfer entry/ies including attaching the assigned Advisor E-mail and other pertinent documentation to the Client record
• Preparing and sending out weekly and ad hoc notifications. Understanding how to create notices (e.g., events) in Constant Contact is a plus
• Creating live events and on-demand webinar notices in our CMS, website & Zoom; linking appropriate training documents to the event, setting up & sending the after-event survey, tracking event attendance and closing out the event in our CMS
• Preparing and sending out our Quarterly Survey to Clients
• Monitoring Clients’ status in our CMS and closing inactive Client records when applicable
• Requesting contract award reports and entering Client contract awards in our CMS
• Managing, preparing, submitting, and tracking team travel requests, expense reports, and requests for mileage reimbursement
• Managing the office supplies ordering; coordinating with team members, placing & receiving supply orders
• Making associated payments using the UH Purchase Card (P-Card), e.g., supplies, association dues, conference registrations, etc.
• Actively participating in and contributing to APEX’s social media content
• Creating promotional materials (e.g., flyers) for events using Canva
• Update/revise printed materials, e.g., brochures.
Key abilities and skills for the candidate are:
• Excellent verbal & written skills
• Able to work in a high-volume customer service driven environment and provide continuous professional and courteous service
• Exceptional organization & time management skills
• Proficient typing, have intermediate skills using MS Office Suite, e.g., Outlook
• Experience using CRMs is a plus.
The selected individual is expected to develop a proactive, personalized training plan for their continuous learning/development. Training/professional development will be provided. The selected candidate will also take part in the APEX’s promotion and outreach which may include but is not limited to preparing for and documenting our participation at events.
The UH APEX Accelerator Program is funded through a cooperative agreement with the Department of Defense (DoD) and a special budget line item from the State of Texas. The UH APEX Accelerator has been in continuous existence since 1986.
UH APEX Accelerator’s services are provided to a 28-county area in and beyond the Greater Houston Metropolitan Service Area including the cities of Beaumont, Galveston, and College Station. Travel with the use of a personal vehicle may be required as well as out-of-town travel may be required periodically for work and training.
Applicants should limit their resume to no more than two/2 pages with a cover letter preferred.
Experience will be considered in lieu of education.
MQ: 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. |
