Position Summary
The Administrative Coordinator provides comprehensive administrative and operational support to program leadership and staff. This role plays a critical part in employee recruitment, onboarding, offboarding, participant administration, purchasing, travel coordination, and overall office operations. The Administrative Coordinator ensures accuracy, compliance, timeliness, and effective communication across multiple systems, departments, and stakeholders.
PLEASE NOTE: There is a link below to begin the interview process. Completion of this step is required to confirm and solidify a face-to-face interview.
New Employee Recruitment & Hiring Support
Contact applicants to schedule interviews (in-person and virtual/Zoom).
Prepare and distribute offer letters in coordination with leadership and HR.
Send welcome emails with first-day instructions, arrival details, and expectations.
Distribute, collect, and track required onboarding forms, including G &A of Texas – Alamo Consent Forms.
Submit completed hiring documentation to appropriate personnel for background checks and pre-employment processing.
New Employee Onboarding (First Day & Setup)
Create and complete New Employee PAN packets.
Submit IT/MIS tickets and access requests, including:
Cabinet access
VPN access
WSA MIS New User forms
WSA Other Access forms
Assign laptops and coordinate FOB access requests.
Submit IT tickets for desk and workstation setup.
Distribute and track completion of required cybersecurity and SPI online training.
Train new staff on:
Timesheet submission procedures
Mileage reimbursement processes
Employee Separation (Termination / Resignation)
Complete all required MIS and G&A termination or resignation forms.Coordinate, collect, and maintain exit interview documentation
Retrieve all WSA-issued equipment, including:
Laptops and chargers
FOBs and keys
Gas cards
Submit IT tickets to deactivate system access, email accounts, and VPN access.
WEX Participant Administration Review and approve WEX packets submitted by Rural and Urban Career Navigators.Review participant notes in WIT for accuracy, completeness, and compliance.Submit approved WEX packets to Elizabeth Reyes for onboarding in G&A.Maintain and update the WEX Participant Tracker.Update payroll tracker on a bi-weekly basis.
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Purchasing & PaymentsProcess employee-related purchases, including:Name tags
Business cardsShirts and branded itemsCoordinate and process participant-related purchases and payments (Urban and Rural), including: Rent and utilities; Insurance Education- and training-related expensesReview all supporting documentation and case notes. Obtain required approvals from the Project Director prior to processing payments.Ensure purchases and payments comply with organizational and funding requirements.
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**Travel & Conference Coordination - **Coordinate staff travel arrangements, including:Hotel accommodationsFlight bookingsCompile and distribute complete travel itineraries and supporting documentation.Submit and track:Post-travel reimbursement documentationEnsure all travel arrangements comply with organizational, funding, and fiscal policies.Serve as a point of contact for staff regarding travel-related questions, updates, and changes.
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Additional Administrative Duties Attend Center Partnership Meetings as assigned.Maintain and track WSA equipment inventory.Submit miscellaneous IT/MIS tickets for non–Career Navigator staff.Provide general administrative and operational support as needed to ensure program success.
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Qualifications (Recommended):
High school diploma or equivalent required; Associate’s degree preferred.Minimum of 2–3 years of administrative, program support, or coordination experience.Strong organizational skills with attention to detail.Proficiency in Microsoft Office (Word, Excel, Outlook) and database systems.Ability to handle confidential information with discretion.Strong communication and time-management skills.Ability to work independently and manage multiple priorities in a fast-paced environment.