Job Title: Education Program AdministratorFLSA Status: ExemptClassification: Full-time, 40 hours per week position with occasional evenings and weekends

Supervises: NoneReports to: Education Program Manager

: 60% funded by Sexual Risk Avoidance Education (SRAE), 30% Thriving Texas Families (TTF), 10% Non-grant related activities.

Position Description

Principle Functions: The Education Program Administrator is intended to serve dual functions: administrative support for the education services for both SRAE and TTF grants. The focus of the job is coordinating the day-to-day administrative activities for the education department. The Program Administrator is expected to work very closely with the Program Manager, to achieve all goals and objectives established by the Education Department. The Program Administrator holds the critical role of assisting the Program Manager with the task of communicating with schools, staff, clients and the community.

Qualifications:

• Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord.

• Exhibit strong commitment and dedication to the sanctity of human life and sexual purity.
• Agree with and be willing to uphold the Statement of Principle, Statement of Faith and policies of the center.
• Bachelor’s Degree in Communications or other relevant field preferred.

• Minimum of 3 years experience providing administrative support.

• Event booking/scheduling/calendar management experience strongly preferred.
• Experience with Microsoft Office computer applications required.
• Knowledge or background in sexual risk avoidance education preferred.
• Excel proficiency with the ability to build and run reports.
• Ability to identify and utilize data collection software preferred.
• Exhibit excellent organizational skills.
• Ability to be flexible and solve problems effectively and quickly.
• Ability to manage unexpected issues and make clear and decisive decisions quickly.
• Excellent communication skills written and verbal.
• Be self-motivated, dependable, and responsible.
• Work well in a fast-paced environment.
• Ability to work independently and exercise sound judgement.
• Demonstrate compassion, cheerfulness, and professionalism.

Essential Job Functions

Operations

• Coordinates and assists Program Manager with administrative and technical support for Education Department; resolves day-to-day administrative and logistical problems, which may include resolving scheduling issues with schools and health educators, scheduling software issues, and other program needs.
• Assists in planning outreach programs, conferences, meetings, seminars; Assists Program Manager and Clinic Director with making all necessary arrangements, including travel, and coordinates events and details, within appropriate budget and according to applicable policies and procedures .
• Monitors and submits requests to Program Manager and/or Clinic Director for approval for supply inventory needs (training materials, marketing materials, presentation materials, student surveys, etc.)
• Compiles program and student data, prepares reports as needed, to aid in evaluating program success and effectiveness.

Office Management

• Supports Program Manager with general office operations; assists with processing and maintaining necessary paperwork, records, including fiscal records and files required to support the education program; may assist with maintaining computerized files and records.
• Responsible for answering the Education Department phone line and/or callback missed calls and tend to voicemail inbox in timely manner.
• Maintain the primary Education Department email inbox and communicates with Program Manager on proper responses to requests/inquiries.
• Responds to or disseminates inquiries from Health Educators, school administrators, teachers, parents, clients, and others, as appropriate.

Booking and Scheduling

• Maintains client/contact database and scheduling software.
• Maintains SRAE program calendar including Health Educator leave time, trainings, workshops, and holidays.
• Assists in all aspects of SRAE program scheduling including contacting schools, sending contracts, invoices, and supplemental forms (handouts, speaker confirmations, etc.), booking presentation dates and parent workshops, confirming equipment, headcounts, and room assignments.
• Upon confirmation, responsible for completing all necessary documents.
• Schedules Health Educators, updates and communicates changes.
• Manages cancellations, requests to reschedule, and speaker no-shows.
• Responsible for re-booking and teacher feedback emails.
• Monitors Typeform with client requests for TTF program education classes.
• Reaches out to clients and enrolls them into a TTF program class schedule.
• Enrolls client into the corresponding class in both Salesforce and Athena platforms.
• Sends all communication to clients necessary for class success (welcome email, overview of course, zoom link, video links, pdf handouts, etc.)
• Coordinates with Program Manager and Health Educators to organize class schedules and provides educators with class enrollment log information.
• Oversees the class incentive process and spreadsheet and coordinates incentive item ordering.
• Maintains all necessary documentation for any Grant requirements

General Duties

• Daily or Weekly check-ins with Program Manager to discuss upcoming schedule and “to do” items.
• Attends required staff meetings.
• Assists in special events, including annual fundraisers, Source 101’s and church presentations as needed.
• Establishes positive working relationships with staff members and volunteers.
• Performs other duties, as needed, or assigned by Program Manager and/or Clinic Director.