Administrator, Educational Programs

Houston Livestock Show & Rodeo

Job Description

 

Job Title: Administrator, Educational Programs

Division:   Administration

Reports To: Chief Administrative Officer/General Counsel

FLSA Status: Exempt

Current EE: Vacant

Approved Date:   08/19/2008

 

 

SUMMARY

Educational Programs administers the Show's multimillion dollar educational and scholarship programs. This position reports directly to the Chief Administrative Officer/General Counsel and is under the direct supervision of the Director, Educational Programs. The employee in this position should learn, master, and demonstrate complete understanding of the Educational Programs and initiate ways to streamline and automate processes and procedures.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

 

Learn, master, and demonstrate complete understanding of the Educational Programs and initiate ways to streamline and automate processes and procedures.

 

Assist in enforcement of Show policies relative to the Educational Programs.  Assist in monitoring scholarship process, revision and initiation of applications, coordination and validation of the evaluation process and procedures.  Co-coordinate scholarship program with officials of primary beneficiaries, FCCLA, FFA and Texas 4-H Foundation, as well as liaison between student recipients and corporate contributors.  Monitor academic progress of recipients, providing career and support counseling as necessary.  Interface with university and college officials regarding students and programs.

 

Prepare and maintain Educational Program spreadsheets, reports, proposals, and score sheets.

 

Perform administrative and processing tasks such as read and route incoming mail, locate and attach appropriate file to correspondence, maintain correspondence files and other necessary scholarship records, and field  telephone and email inquiries and provide  appropriate information to inquirer on a timely basis.

 

Compose and prepare written correspondence as necessary.

 

Financial responsibilities of the position include, but are not limited to, specified periodic reconciliation of scholarship source system to general ledger as maintained by accounting department; disbursement of all payments to students and approved educational programming; maintenance of student’s individual accounts, including one time payments, transfers, refunds and charge offs; receipt, acknowledgement, and posting of all memorial and honorary contributions to Educational Fund.

 

Plan and coordinate Show-related social receptions in the Tejas Room during the Show, responsible for invitations, rsvps, and coordination of grand salute for VIP guests.

 

Plan and coordinate Show scholarship award banquets, luncheons, and receptions for various scholarship programs.

 

Coordinate donor recognition in relation to scholarship program from auction, corporate contributors, sponsors, and other show donors. May also consult with potential donors and re-direct to appropriate donation program.

 

Schedule appointments and arrange travel schedules and reservations as deemed necessary to properly administer educational programs.

 

Confer with individuals, institutions, and groups to disseminate information and answer questions relating to all HLS&R educational programs.

 

Assist in managing the scholarship program databases including, but not limited to, student addresses, semester hours, semester grades, financial records, and all other necessary records on a consistent and timely basis.

 

Assist in acquiring, organizing, and maintaining current files for undergraduate catalogs from Texas colleges and universities.

 

Make presentations or public speaking appearances regarding HLS&R educational programs.

 

Make site visits to current and prospective institutions/agencies which have received HLS&R grant funds and/or submitted proposals for grant funds.  Serve as one of two primary contacts and evaluators of and for grant requests.  Assist with background research and analysis for Educational Programs Standing Committee.  Monitor progress and evaluates grant projects.

 

Organize, attend, observe, and monitor HLS&R scholarship selection and/or evaluation committee meetings. 

 

Assist in establishing educational program policies, systems, and procedures.

 

Assist in preparing and administering departmental budget.

 

Assist in assigning, communicating, maintaining records, and monitoring scholarship donor program.

 

Special Projects as assigned.

 

SUPERVISORY RESPONSIBILITIES

Supervise Human Resources/Educational Programs Assistant with respect to Educational Programs assignments.  Supervise temporary employees as needed. Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; addressing complaints, and resolving problems.

 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Very strong organizational abilities are necessary for success in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE

Bachelor’s Degree and four or more years related experience and/or training; or equivalent combination of education and experience.  Experience with Oracle and Microsoft Office Products including Access.

 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to walk and talk or hear.  The employee frequently is required to sit and use hands to finger, handle, or feel.  The employee is occasionally required to stand and reach with hands and arms.  The employee must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.





 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles.  The noise level in the work environment is usually moderate.  Occasional overnight travel is required. Extended work hours as req