Public Works Institute Coordinator

Salary

The annual salary for this position ranges from $45,400 to $53,000. The final offer will be commensurate with the candidate’s relevant experience and qualifications.

Purpose of Position

The role provides program coordination for designated programs within Public Works Institute (PWI) and maintains effective communication with management, clients, and instructors.

Essential Functions

• Process course packets and track enrollments, including scanning and saving files to the shared drive. Create certificates/cards using templates or custom wording.
• Manage instructor travel reimbursements and request changes as needed.
• Resolve course/travel issues for instructors.
• Monitor the Credly inbox for badge requests for EEC programs, issue retroactive badges, and handle client requests.
• Oversee PWI inbox to assist clients with PWI-related questions.
• Answer client calls.
• Assist cities, counties, and contracting clients.
• Track the status of course packets and contact instructors to gather necessary documents to meet the 30-day deadline.
• Ship certificates and cards.
• Assist TxDOT with course roster questions and certification requests.
• Create invoice requests for contract clients.
• Update and manage points of pride.
• Hire, train, and manage student employees.
• Create and maintain file checklists and labels.
• Plan, organize, and develop presentations for the annual PWI instructor meeting.
• Track changes in travel policies and update PWI’s vendor policy. Inform instructors about new forms, documents, and mileage rates.
• Create overhead records for new fiscal year and store past fiscal year’s files.
• Create and edit the PWI catalog.
• Assist EEC departments with badge creation and collaborate with Marketing on badge designs.
• Assist with onboarding new instructors and explain the PWI course and travel paperwork process.
• Help instructors track down missing payments and class materials.
• Send Outreach participant lists and order corresponding cards.
• Order office supplies.
• Review and approve travel comparison forms, request TA numbers, and approve flight bookings.
• Create evaluations.
• Performs other duties as assigned.

Required Qualifications

• Bachelor’s degree in Business Management, Communications, or related field and a three (3) years of experience in program coordination and performing a variety of administrative functions, OR seven (7) years of an equivalent combination of education and experience.

Preferred Qualifications

• One (1) year of supervisory experience.
• Experience in adult education instructor recruitment.

Knowledge, Skills & Abilities

• Excellent business, communication, and interpersonal skills.
• Project management. Proficiency with Microsoft Office.
• General accounting knowledge and advanced spreadsheet skills.
• Close attention to detail and meticulous administration.

Work Schedule

• Monday through Friday 8:00 am through 5:00 pm.
• Hybrid eligible. Must work in office three (3) days a week.
• 10% Travel.