Job Posting

The primary responsibility of this position is to provide comprehensive office management services to the Investment Department.  This position performs a variety of complex and confidential administrative and support functions for professional staff.

Education Requirements:

Completion of high school diploma or equivalent is required.  Completion of an associate’s degree or bachelor’s degree in Business, Economics, English, or Communications, is preferred.

Experience:

A minimum of two years of experience performing progressively responsible clerical, administrative, and customer service-related duties is required.  Candidates with a bachelor’s degree are required to have only one year of experience, as described above.

Summary of Duties and Responsibilities:

This position provides administrative duties that support professional staff in daily business practices including, but not limited to, telephone coverage, business travel arrangements and expense reports, coordination of investment manager meetings, taking minutes and preparing materials for internal meetings, and file and calendar maintenance.  This position maintains electronic legal files for each investment manager and assists with transferring paper files to Laserfiche.  The incumbent must be detail-oriented and possess knowledge of and proficiency with Microsoft Word, Excel, PowerPoint and Adobe Acrobat.

Knowledge/Skills/Abilities:

This position requires excellent organizational skills as well as the ability to change directions and priorities due to the variety of assignments.  Effective communication, including excellent phone skills is required to maintain courteous relationships with the current and prospective investment managers, master trustee, brokers, the general public, and TRS staff. The incumbent must possess the ability to draft, proofread, and edit materials for grammar, spelling, punctuation, and clarity.  This position must also maintain strict confidentiality and be able to handle multiple detail-oriented tasks in a fast-paced environment.  

Selection Criteria:

COMMUNICATION SKILLS

Speaks effectively in public situations, to small groups or one-on-one.  Composes memorandums, letters, reports and specified documents in a clear, concise and well-structured manner.

COMPUTER SKILLS

The ability to effectively use specified hardware and software to complete assigned tasks.

INTERPERSONAL SKILLS

Interacts with others in a positive, open and cooperative manner. 

JOB KNOWLEDGE AND EXPERIENCE

Has completed specified amount of time previously performing essential duties of the job and/or has completed specified degrees, coursework or training programs to perform the job.  Possesses a body of information or level of understanding necessary to complete assigned responsibilities.

ORGANIZATIONAL SKILLS

Organizes work tasks in an efficient manner; able to complete assignments on time and accurately by prioritizing tasks and monitoring their completion.

PLANNING SKILLS

Organizes, plots, strategizes, schedules, prioritizes, and/or effectively demonstrates the ability to forecast and evaluate trends.

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Job Description

Purpose:

Under the direction of the Investment Office Manager, the Administrative Coordinator provides comprehensive office management services to the Investment Department.  This position performs a variety of complex and confidential administrative and support functions for professional staff.

Nature and Scope:

The Administrative Coordinator performs administrative duties that support professional staff in daily business practices including, but not limited to, telephone coverage, business travel arrangements, coordination of investment manager meetings, submission of travel expense reports, and file and calendar maintenance. Attention to detail, superior organizational skills and the ability to prioritize tasks will be required due to the variety of assignments the incumbent will be asked to perform. Requires the ability to maintain a positive attitude while multitasking and working with a wide variety of personalities. The incumbent must possess sufficient knowledge of TRS policies and procedures in order to assist the Investment Office Manager. Knowledge of investment terms and the internal workings and procedures of an investment department is a must. Strict confidentiality and discretion are required.

The greatest challenge of this position is to assist the Investment Office Manager to ensure that the day-to-day operations of the department function efficiently and effectively in the fast-paced evolving environment.

Principal Accountabilities:

1. Use computer software applications to prepare technical material from rough drafts including: narrative reports, spreadsheets, memorandums, reports and letters.  Proof documents for the Investment Office Manager approval.
2. Make travel arrangements, including transportation, hotel and conference registration, in accordance with the TRS Travel policy. Process departmental travel vouchers and submit expense reimbursement reports to investment managers as appropriate. 
3. Communicate effectively and maintain strong relationships with current and prospective investment managers, master trustee, brokers and the public to ensure accurate, timely and tactful exchange of information essential for the administration of the Investment Department.
4. Prepare meeting materials and serve as recording secretary at Investment Oversight Committee meetings. Complete meeting minutes and ensure follow-up items are completed.
5. Assist in compiling data and in the preparation of complex reports for executive approval  and distribution to the Board of Trustees, as needed.
6.  Perform timekeeping duties for the Investment Department.
7. Open, sort and distribute mail.
8. Maintain current addresses, phone numbers and files for external investment managers.  Maintain electronic legal files for each investment manager and assist with transferring paper files to Laserfiche.
9. Schedule, maintain, update and log external meetings for all staff in the Investment Department.
10. Assist in the preparation and execution of new investment managers’ due diligence procedures.
11. Assist in the tracking of manager reporting requirements; including monthly, quarterly and annual reports to ensure managers are in compliance with provisions set forth in legal contracts.
12. Assist with special projects.
13. Perform other duties as required or assigned.