Administrative Assistant in Houston, TX at BakerRipley

Date Posted: 9/9/2019

Job Snapshot

Job Description

Adult Education is a division of BakerRipley that builds on the unique economic and social assets of students, moving them to self-sufficiency and an improved quality of life. Largely supported by Adult Education and Literacy funding from the Texas Workforce Commission, our community-based classrooms engage and connect adult students to their education goals and personal aspirations. We provide a continuum of services including English as a Second Language, Adult Basic Education, High School Equivalency, Digital Literacy, Employer-based Workplace Literacy, and Integrated Education & Training Certification classes. In addition, BakerRipley operates Pearson GED Testing Centers at three locations.  

JOB SUMMARY:

This position is responsible for managing the administrative needs of the Sr. Director of Adult Education and providing support to all aspects of the Adult Education program. The Administrative Assistant provides general administrative support as needed and supports the delivery of Adult Education program implementation across Community Centers.  Assists with monitoring and reporting on developments that are essential and strategic to help advance the mission and vision BakerRipley.


CORE DUTIES AND RESPONSIBILITIES:

  • Work with Adult Education program staff across all campuses to assure appropriate linkages between central services, program development and program administrative functions.
  • Manage the development, routing, renewal and execution of division contracts, agreements, and MOUs.
  • Prepare financial statements, reports, memos, invoices, letters and other documents.
  • Serve as the lead trainer for the division on agency operational functions; ensure staff are in compliance with all required training through tracking, scheduling of training, and ongoing support.
  • Provide support for division meetings, special events, or programs including but not limited to scheduling, set-up and breakdown, purchasing supplies and materials, and registration.
  • Coordinate requests for agency p-cards, cell phones, IT equipment, and system access and maintains detailed and accurate records of such.
  • Assist with the ongoing maintenance of Apricot database; set-up new users, archive duplicate and incorrect records, and run reports.
  • Provide administrative support to division leadership as needed such as travel arrangements i.e.
  • Develop written responses to external stakeholders, internal and external monitors, and other appropriate agency staff.
  • Perform special projects for the Sr. Director of Adult Education.
  • Answer phone and route calls to the correct person or takes messages.
  • Order, organize, and track office supplies and equipment.
  • Accurately record meetings minutes and action items.  
  • Perform administrative and clerical duties.
  • Perform other duties as assigned.

Job Requirements

MINIMUM EDUCATION:

  • Bachelor’s degree or equivalent combination of education and experiences

YEARS OF EXPERIENCE:

  • 2-3 years of related experience required.

CERTIFICATIONS, LICENSES, REGISTRATION:

Valid Driver’s License and the ability to travel throughout the city required

SKILLS:

  • Detail-oriented, organized, self-starter, team player. Works well in a fast-paced environment with multiple priorities. Displays a supportive and professional disposition. Excellent written and oral communication skills. Possess excellent customer service and interpersonal skills. 
  • Strong computer MS Office skills (Word, Excel, PowerPoint and Publisher).
  • Ability and willingness to work with people of various backgrounds and all walks of life.
  • Demonstrated ability to be self-motivated, goal-oriented, and curious.
  • Strong communication skills, both oral and written.
  • Punctuality, responsiveness, and a strong sense of responsibility.
  • Ability and willingness to retain confidential information.

COMPUTER PROFICIENCY:

Intermediate proficiency of Microsoft Office a minimum.

LANGUAGE REQUIREMENTS:

Bilingual (English-Spanish) preferred, not required to be effective.

 

 

 

 

BakerRipley is committed to the principles of equal employment. We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or any status protected by federal, state, or local laws. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations.