JOB TITLE: Administrative Coordinator – Education Foundation
REPORTS TO: TRA CFO/TRAEF COO
PURPOSE: Ensure the smooth functioning of the Texas Restaurant Association Education Foundation (TRAEF) administrative needs, coordinate event logistics, direct and manage the annual Texas ProStart regional and state competitions, provide administrative support to the TRA CFO/TRAEF COO, validate and manage the content on the TRAEF website, and aid in achieving the Board of Trustee’s strategic objectives. The Administrative Coordinator will work closely with his/her TRAEF teammates. In addition to the specific requirements below, this position requires a strong work ethic, discretion to handle confidential information, and the ability to quickly learn software and systems specific to TRA and TRAEF, and be adept at setting priorities and anticipating needs. The Administrative Coordinator is expected to become knowledgeable in all facets of TRA & TRAEF, and his/her responsibilities will continue to develop in line with TRAEF’s and the association’s growth and needs.
Coordinate timeline and completion of TRAEF Board materials;
Prepare and distributing Board minutes and highlights;
Coordinate/update TRAEF orientation materials;
Maintain and update TRAEF Board Roster;
Monitor board activity and attendance in accordance with TRAEF Bylaws; and
Coordinate general communication with TRAEF Board
Create and maintain TRAEF master calendar for all TRAEF activities;
Provide telephone customer service to board members, vendors, and TRA members related to TRAEF;
Prepare check requests and follow up with Accounting to ensure payments have been issued;
Prepare and send donor thank-you notes and ensure that receipts have been sent;
Liaise with Marketing staff to ensure all press releases, social media updates, printed collateral, etc. are correct and have been released as needed;
Copy, edit, and proofread departmental documents;
Assist other departments with special projects and other duties as needed; and
Keep meeting notes, as required.
Serve as database specialist for department;
Ensure all website updates are made in a timely fashion; and
Manage registration software for department.
Direct logistical needs for all TRAEF functions (Board meetings, receptions, conferences, and fundraisers, etc.);
Manage regional and state Texas ProStart competitions (contracts, volunteers, culinary floor, chef coats, educator support, etc.)
Handle registration process for TRAEF events and meetings;
Monitor budget line items for which you are responsible; and
Attend TRA/TRAEF board meeting and events, as budget allows;
Provide telephone support for receptionist, as needed.
Perform other duties, as required.
Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions; Strong organizational proficiency, including the ability to set priorities, manage multiple tasks with different deadlines, organize time effectively, conduct research and identify resources for projects; skilled at planning complex meetings.
Superior verbal and written communication skills, including the ability to understand and translate TRAEF’s mission and interests; the ability to handle with tact and diplomacy and to manage confidential information.
A commitment to working in a team environment with shared goals; possessing sound judgment, integrity, willingness to try new approaches, and a high level of energy, enthusiasm, and dedication to the mission and objectives of the institution.
Strong collegial interpersonal skills with an ability to diplomatically and effectively communicate in person, writing, and by phone.
Able to work independently and also within a complexly structured and evolving team.
A collaborative problem solver who can take initiative and set priorities.
Keen attention to detail and thoroughness in completing assigned duties; ability to focus on detail without losing sight of the ultimate goal, including monitoring and double-checking work and information for consistency, accuracy, and quality.
Highly organized and able to handle multiple projects.
Commitment to providing high quality service through responsiveness to all requests and maintaining a professional demeanor at all times.
Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and meeting with others in area of responsibility;
Ability to lift 25 pounds without injury;
Ability to walk or stand for long periods of time during TRA/TRAEF events;
Ability to work nights and weekends, as needed; and
Meet all required standards of confidentiality.
College degree preferred or equivalent work experience;
Three to Five years of administrative support experience working in a non-profit environment;
Demonstrated successful meeting and planning experience;
Proven experience managing budgetary constraints;
Experience managing website content and webpages; and
Working knowledge of Microsoft Word, PowerPoint, and Excel, and the ability to learn systems/technology used at TRA/TRAEF including iMIS, Adobe, SharePoint, and Informz, if not already familiar.
Background check on final candidate
Additional Salary Information: Benefits offered: Full medical and dental coverage; PTO; 401K plan, free parking
About Texas Restaurant Association
About the Texas Restaurant Association
The Texas Restaurant Association is a non-profit trade association which serves as the advocate and indispensable resource for the foodservice industry in Texas. The TRA has 2,500 members, representing more than 12,000 foodservice establishments in the state. www.TXRestaurant.org. The Texas Restaurant Association produces the largest foodservice trade show in the Southwest, TRA Marketplace, with over 500 exhibitors and over 8,000 attendees. Please visit our website for more information about the show! http://www.tramarketplace.com/