What are the responsibilities and job description for the Administrative Coordinator position at Houston-Galveston Area Council?
About Houston-Galveston Area Council
The Houston-Galveston Area Council is one of the largest regional planning commissions in the country with a diverse service area of 13 counties and more than 7 million people. We are the pulse of our region addressing issues that cross city limits and county lines every single day.
We make decisions that affect our transportation system, ensure the safety and well-being of our seniors, connect people to jobs, help families recover from natural disasters, preserve water quality for our children, and so much more. We work to make the region a great place to live, work, and thrive.
What will I be doing?
- Assistant to various agency departments including but, not limited to Community & Environmental Planning, Data Analytics and Research, and Administration.
- Assist in scheduling and providing administrative support for meetings both internally and externally; on-site and virtually, creating meeting agendas, transcribing meeting minutes, and conference room reservations, setting up and tearing down meetings and events, arranging and preparing refreshments for meetings.
- Submitting purchase order requests, processing invoices, submitting check requests, reconciling monthly departmental purchases, incorporating new vendor accounts and establishing new purchasing partnerships, maintaining program supplies and equipment, responsible for retaining departmental inventory, maintain and have a clear and organized communication with the finance department.
- Assist with onboarding staff and introduce Asana platform for various departmental requests.
- Employee development and program promotion, conference and continuing education registration, travel accommodations, processing reimbursements.
- Preparing, editing, and mailing formal correspondence, activity reports, and other important documents, assist with updating databases such as regional elected officials contact and distribution lists, report preparation, research, and data collection, mail merge, and mailings.
- Responsible for entering departmental contracts in Agiloft and keeping track of pending approvals.
- Point of contact for all departmental related events (internal and external) including developing timelines for all tasks and deadlines leading up to the event.
Key Qualifications
- Proficiency in Microsoft Office Suite with expertise in Word and Excel.
- Preferred experience with Goldmine, SharePoint, Constant Contact, Agiloft, Concur Solutions, Microix, Condeco, Asana.
- Experience working in various program areas that serve the public and government entities.
- Ability to prioritize and meet multiple sometimes conflicting deadlines.
- Ability to deliver a high level of professionalism providing exceptional customer service in a timely manner.
Do you have…
- Bachelor’s degree in an applicable academic discipline or related field of study.
- 3 years of experience working with local government, nonprofit programs, school or in job related duties.
H-GAC is an equal opportunity/AA employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or protected veteran status.
