Assistant to the Director - KPICD

This is an internal job posting intended for current TCU employees only.

About the Role

The Assistant to the Director at the Karyn Purvis Institute of Child Development (KPICD) is responsible for managing general operations of the department by planning, coordinating, and monitoring administrative activities within the institute and assisting the Director and leadership team in executing projects essential to the mission of the KPICD.

Responsibilities

• Provides administrative support to the Director and leadership team, coordinating requests, maintaining calendars, and reporting project status, needs, and outcomes.
• Assists in the management of daily operations of the office by relieving the department head and leadership team of various administrative duties, involving confidentiality, public records, and public relations.
• Collaborates with the operations team to optimize processes, improve efficiencies, and support organizational goals.
• Serves as a special projects manager as directed by KPICD leadership, which includes:
  • Overseeing assigned projects from initiation through completion.
  • Ensuring timelines, deliverables, and objectives are met.
  • Developing project schedules and documentation to support execution.
  • Identifying and mitigating project risks.
  • Working proactively to resolve issues that may impact project success.
  • Ensuring effective communication between internal and external stakeholders.
  • Providing support to team members to ensure deadlines and objectives are met.
• Assists with preparation of presentations, reports, publications, grants, contracts, license agreements, and other materials for internal and external communication.
• Organizes department events by securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas, preparing programs, and taking minutes, overseeing setup/cleanup logistics, etc.
• Coordinates Advisory Board projects by developing timelines, overseeing preparations, and preparing materials for Advisory Board meetings; maintains records for all board committees and full board.
• Manages personnel actions by preparing and tracking personnel action forms, termination records, and maintaining documentation.
• Facilitates Director’s and leadership team travel by coordinating travel schedules with other staff attending the same event; provides a detailed itinerary, gathers receipts after travel, and prepares expense reimbursements.
• Takes notes during meetings and events; occasionally travels with Director or leadership team to provide support.
• Demonstrates a commitment to understanding and respecting cultural differences, promoting anti-racist values, and cultivating an inclusive and supportive workplace culture.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment, and making recommendations for changes.
• Manages public relations by greeting customers, constituents, and colleagues in person or on the telephone; answering or referring inquiries, providing information and assistance regarding department functions.
• Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Organizes work by reading, routing, and answering correspondence; collecting, maintaining, and prioritizing information; managing department procedures and telecommunications; assigning and monitoring student workers.
• Performs other related duties as assigned.

Requirements

• Bachelor’s degree or equivalent years of experience.
• 3+ years of progressively responsible experience in general office management, operations, or project management.

Preferred Qualifications

• 2 years’ experience in customer service.
• 2 years’ experience in event planning.

Skills

• Knowledge of complex organizational structure, policies, and procedures.
• Knowledge of budget process.
• Knowledge of customer service techniques.
• Knowledge of department-specific computer software.
• Skill in some or all components of Microsoft Office.
• Skill in basic keyboarding techniques.
• Skill in basic record-keeping techniques.
• Skill in the use of Microsoft Office components.
• Ability to clearly communicate information.
• Ability to draft grammatically correct correspondence.
• Ability to multitask and prioritize multiple projects and meet deadlines; attention to detail.
• Ability to evaluate and take independent action to improve performance.
• Ability to use excellent communication and interpersonal skills, with the ability to effectively liaise between internal teams and external partners.
• Ability to work independently, solve problems proactively, and thrive in a fast-paced environment.
• Ability to assume administrative tasks and make independent decisions regarding daily activities.
• Ability to screen calls/visitors and direct them through the proper channels to address their needs and/or independently gather information on confidential issues.

Physical Requirements

• Visual acuity to read information from computer screens, forms, and other printed materials.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling, and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on-campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.