EDUCATION/CERTIFICATION

• High school diploma or GED required
• 4-7 years of job-related experience in administrative support, event coordination, or a related field is required
• Experience with event planning, event attendee registration, or database management is preferred

SKILLS

• Proficiency in Microsoft Office Suite, Google Workspace, and the ability to learn and use new software programs within a short timeframe.
• Detail-oriented, able to work with and organize a large amount of data, and demonstrates proficiency in spelling, punctuation, and grammar.
• Proficiency in general office procedures, including data entry, filing, and maintaining an organized workspace.
• Excellent communication and interpersonal skills, with the ability to maintain diplomacy and professionalism.
• Maintains a professional and positive image in all interactions, both in-person and over the phone.
• Must be a motivated, responsible, and service-oriented team player with the ability to effectively manage multiple tasks and competing deadlines.
• Discretion and high confidentiality required.
• Professional dress required.

PRIMARY PURPOSE:

To provide administrative, event coordination, and data management support for the Parent and Family Engagement (PFE) Statewide Initiative by assisting in the planning, organization, and execution of statewide events and trainings, maintaining accurate records and reports, managing communication with Regional Service Centers, and ensuring efficient operations that align with Texas Education Agency requirements and the ESC’s mission.

MAJOR RESPONSIBILITIES AND DUTIES:

• Directly supports the Parent and Family Engagement (PFE) Statewide Initiative Program Coordinator.
• Performs general administrative assistant duties under the direction of the PFE Program Coordinator, including handling correspondence, answering the telephone, and accurately recording messages and service requests.
• Applies critical thinking to identify challenges and develop effective, timely solutions.
• Maintains distribution lists and contact information for all 20 Regional Service Center Title I, Part A, PFE, and State Counselor representatives.
• Maintains and updates performance management software (Monday.com) by inputting and tracking event, goal, and progress targets for PFE staff to assist in meeting goals and objectives across multiple events and projects.
• Collects and records shared communication efforts from the 20 Regional Service Centers regarding PFE-requested communication of events for yearly TEA reporting.
• Assists PFE program staff in coordinating, planning, and making necessary arrangements for PFE statewide events and trainings, including the annual Statewide Conference, PFE Institute, and PFE Council meetings.
• Assists PFE staff with all registration elements for the PFE State Conference, other in-person trainings, and online trainings, using contracted registration software and the Region 16 software program ESCworks. This includes attendee registration, maintaining accurate records of payments by attendees, and tracking data/attendance reports. This also includes registration for online training modules, monitoring module completion for certification, or deletion from the program.
• Assists PFE staff in the registration of and money collection from exhibitors/vendors for the PFE state conference and other events.
• Creates purchase requisitions and purchase orders, handles invoices, and works professionally with the Business Office to secure all final payments for events in the absence of the current administrative assistant.
• Prepares speaker contracts and submits all professional contracts and banquet event orders to the Business Office for approval and appropriate signatures in the absence of the current administrative assistant.
• Creates and maintains databases/spreadsheets for PFE Initiative data required by the Texas Education Agency, such as event attendance and unique districts served.
• Assists PFE staff in compiling and organizing data from statewide parent engagement surveys to report to the Texas Education Agency and the PFE State Council.
• Analyzes survey data to identify trends and make recommendations for program improvements.
• Travels as a part of job responsibilities.
• Maintains a functioning cell phone and is accessible through this phone as deemed appropriate by the service area director. A functioning cell phone means that it is charged, activated, messages checked, and mailbox emptied regularly.
• Reports for work ready to perform responsibilities.
• Performs duties that directly and/or indirectly impact student performance in Region 16.
• Maintains a professional level of confidentiality regarding all ESC matters.
• Supports the mission, goals, and objectives of the ESC strategic plan.
• Upholds and adheres to safety rules and policies of the ESC safety program.
• Performs professional responsibilities as required by ESC policies, processes, and procedures.
• Manages time, calendar, and job responsibilities to meet deadlines.
• Meets proficiency levels of required technology skills as outlined by the supervisor.
• Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor.
• Performs other duties as assigned.