Administrative Services Coordinator (Immediate Opening)

Weslaco, TX, United States
Jun 01, 2019
Position at IDEA Public Schools

At IDEA Public Schools, we believe in college for ALL and we are committed to ensuring that all of our students graduate from college. IDEA Public Schools has grown from a small school to the fastest-growing network of tuition-free Pre-K-12 public charter schools in the United States sending 100% of our students to college. 58% of our students graduate from college in 6 years - that's 8 times the national rate for students in our communities!

IDEA was founded in 2000 as a single school with 150 students in the Rio Grande Valley. When interest exceeded building capacity, to meet the demands, IDEA's co-founders committed to serving more students in the Rio Grande Valley of Texas and beyond. We now serve nearly 45,000 students across Texas and Louisiana. By 2022, IDEA will serve 100,000 students. Be on the lookout for IDEA schools opening near you-with continued growth in our current regions and new launches in Tarrant County (Fort Worth/Arlington), New Orleans, Houston (2020), Permian Basin (2021), and Tampa Bay (2021)!

When you choose to work at IDEA, you are part of our IDEA Team and Family. You will work alongside team members who set and reach ambitious goals every day, are excited to continue to grow with IDEA, and work relentlessly to make college for all a reality.

To learn more about IDEA, check out this video .

Role Mission :

The role of the Administrative Services Coordinator is to support the Senior Vice President of Administration and their team by effectively delivering programs and services across the organization, providing financial and budgetary support, and implementing other support systems to ensure effectiveness and accountability of the entire Administrative Services Team.


1. 98% of Administrative Team expenditures match revenue by June 30, 2020
  • Monitor and report out on budget vs expenditures by hosting regular budget meetings with Sr. VP and Administrative Services lead team
  • Execute expenditures by inputting POs in Tyler Munis and tracking each PO through payout for HR, PR, Risk Management and other departments as requested
  • Process and reconcile Amex corporate card expenses reimbursements on a weekly basis ensuring 100% reimbursement on a monthly basis by established deadline with zero findings and provide all documentation to purchasing department by required deadlines
  • Stay current with all purchasing policies and compliance requirements, communicate these to all card holders.
  • Be responsive to 100% of requests within 24-48 hours based on stakeholder/content

2. 100% compliance and audit-ready for all state/federal authorizers and regulatory agencies
  • Support Sr. VP and department staff with department led compliance trainings and programs
  • Assist with drafting and delivery for all regulatory/legal compliance correspondence as requested
  • Support with matters involving organizational governance as requested
  • Assist with managing content on Administrative Services Team HUB site to ensure access to relevant training and policy information for staff and managers
  • Actively participate in compliance audits, tracking and management as requested

3. 100% of staff complete all required HR Trainings - with 90% completing by deadline
  • Determine the training event logistic needs by interviewing training program lead across HR, PR, Compliance and Risk Management functional areas
  • Support event logistics project plan so that 100% of tasks are executed on time and on budget
  • Regularly communicate with program lead about logistics project plan progress so that 100% of tasks are executed on time and on budget
  • Support regional logistics managers for regionalized trainings, when needed
  • Be responsive to 100% of requests within 24-48 hours based on stakeholder/content
  • Assist with supply orders, copy needs and on-site support.

4. Administrative Services Team annual operating calendar schedule management with 98% of planned events occurring as scheduled during the year
  • Support department leaders and Sr. VP with planning and execution of annual kick off, strategy meetings, quarterly step backs, town hall meetings and celebrations
  • Closely monitor annual operating calendar to ensure events are planned 30 days in advance and within planned budget
  • Manage Administrative Team calendar invites to ensure 100% department staff invites to all events/meetings and org wide invites sent out for all AST hosted trainings (school team calendar alignment)
  • Lead logistics and programming for team development gatherings with focus on team collaboration and positive team spirit

5. 100% of travel and logistics for Administrative Services Team is completed without error and within budget
  • Coordinate travel for department staff for trainings, conferences, regional IDEA travel
  • Ensure per diems are submitted in a timely manner so that funds are received prior to travel
  • Ensure all transportation to and from locations is secured and payments a processed without error including for lodging accommodations

6. 98% Sr. VP Administration calendar accuracy and schedule management; 100% task completion of Sr. VP support needs

  • Ensure Sr.VP calendar is accurate, there are no double bookings and meetings are re-scheduled well in advance following the calendaring priorities below
  • Draft and distribute notes during all Sr. VP meeting including Administrative team tacticals, strategy, project meetings and quarterly step backs.
  • Complete all tasks as assigned by Sr. VP

7. Live Values of IDEA
  • Believes and is committed to our mission: that all students are capable of getting to and through college
  • Is driven by outcomes and results, and wants to be held accountable for them
  • Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
  • Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
  • Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
  • Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
  • Embodies IDEA's core values

  • Mission and Vision Focus - fundamentally believe that when the adults in the system get it right, students achievement and success follows
  • Record of Results - achieve established goals and continuously improve to move the needle in results year over year
  • Organization & Time Management - can juggle multiple complex tasks and stay organized to achieve outcomes by deadlines
  • Problem Solving - identify problems, collaborate, influence and recommend solutions and take action to resolve
  • Communication - be honest, objective and confident, adjusting communication style to influence and motivate action and behaviors

  • Education: Bachelor's Degree or equivalent experience preferred
  • Experience: 3-5 years in a HR, Compliance/Risk Management or Administrative support capacity

Knowledge and Skills:
  • Proficient in Microsoft Office (Outlook, Excel, Word, Powerpoint)
  • Knowledge of Tyler Munis, Jobvite preferred

IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.

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