Job Title: Administrative Assistant for Special Programs
Job Description: The Administrative Assistant for Special Programs will provide comprehensive administrative
support to the Texas ACE Program, Safety & Security, and Special Programs. This role involves handling a wide
of tasks to ensure efficient operation and to support program's goals and activity completion in a timely manner.

Key Responsibilities:

1. Administrative Support:
- Schedule meetings, appointments, and coordinate events.
- Maintain organized and accurate records, including participant files and program documentation.
- Handle correspondence, including emails and phone calls, and route them to the appropriate staff.
-Organizes work activities within the office
2. Data Management:
- Input and manage data related to program participants, attendance, and activities.
- Generate reports as required by the Program Director or funding agencies.
- Ensure data privacy and security in compliance with organizational policies and regulations.
-Compiles data from a wide variety of sources for purpose of preparing reports, assisting in presentations for
assigned administrator
-. Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, student records,
financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in
accordance with established administrative guidelines and legal requirements.
3. Office Management:
- Order and maintain office supplies and equipment.
- Ensure the office environment is organized and presentable.
- Handle logistical arrangements for program activities and events.
4. Communication:
- Serve as a point of contact for program participants, parents, and community partners.
- Disseminate information about program activities and updates.
- Assist in the creation and distribution of newsletters, flyers, and other communication materials.
5. Support for Program Activities:
- Assist in planning and coordinating program activities and events.
- Support the implementation of program initiatives and projects.
- Provide logistical support during program activities, including setup and takedown.
-Coordinates a wide variety of projects, functions, and program components for district health, security and safety
initiatives (eg. Meetings, trainings)
6. Requisitions and Payroll:
- Enter and manage requisitions for program supplies, services, and equipment.
- Process payroll for program staff, ensuring accuracy and timely submission.
- Maintain accurate financial records and assist with budget tracking and reporting.
-Processes travel for staff
-Ensures compliance to grant and program requirements
7. Other duties as assigned by the Executive Director of Safety, Security and Student Services and/or the Texas
ACE Program Director.

Qualifications:
Education: High school diploma or equivalent; associate's or bachelor's degree preferred.
Experience: Previous administrative or office support experience required. Experience in educational or nonprofit
settings is a plus.
Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to multitask and prioritize tasks effectively.
- Attention to detail and accuracy in data entry and record-keeping.
- Experience with requisitions and payroll processing.
Personal Attributes:
- Ability to work independently and as part of a team.
- Friendly and professional demeanor.
- Flexibility and adaptability in a dynamic work environment.
- Commitment to the mission and goals of the Texas ACE program.
Working Conditions:
- Typical office environment with some travel required for program activities and events.
- Occasional evening or weekend work may be necessary to support program activities.