Program Specialist I

Texas A&M University System•McGregor, TX

6d•Onsite

About The Position

The Program Specialist oversees all aspects of the Helping Hands Program for an assigned area, transferring essential equipment to rural volunteer fire departments through coordinated donation and distribution efforts. This includes managing the full life-cycle of donated property - from intake, inventory, coordination of distribution and disposal - with most distribution carried out in collaboration with field staff. The position provides day-to-day supervision of one seasonal employee. Routine travel is required to pick up donated items, deliver equipment when needed and meet with prospective donors. The Program Specialist will also support Fleet Acquisition and Disposal (FAD) operations, particularly in surplus inventory management and preparation for auction. Work is performed with the FireConnect web application to process requests, maintain records and manage program documentation.

Requirements

Bachelor's degree in Business Management, Supply Chain Management, Project Management or related field of study, or equivalent combination of education and/or experience.
Two (2) years of experience in program operations/delivery or related area.
Working knowledge of computers and Microsoft Office applications.
Sound judgement.
Attention to detail.
Strong interpersonal, communication and presentation skills.
Highly self-motivated.
Work independently and effectively in a fast-paced environment and on team projects.
Multi-task and work cooperatively with others.
Valid Texas Drivers license or ability to acquire one within 30 days of employment.

Nice To Haves

Experience in business management, project management, supply chain or warehouse management.
Supervisory experience.
Familiarity with fire service operations and need.
Working knowledge of agency fire department assistance programs.

Responsibilities

Administer all functions of the Helping Hands Program within the assigned area, including receiving and processing of donated gear and equipment, maintaining accurate inventory records and overseeing disposal of unserviceable items. Coordinate the transfer of fulfilled requests through close collaboration with field staff. Oversee vehicle title research and processing, direct SCBA testing activities carried out by contractors and manage warehouse operations. Maintain stock levels in partnership with other warehouses and initiate supply purchases as needed. Supervise assigned staff and guide daily work activities.
Serve as the primary point-of-contact for volunteer fire departments and donors within the assigned area. Respond promptly to inquiries by phone, email and in person, providing clear communication to understand specific needs related to equipment requests. Meet routinely with donors and departments to coordinate donation pickups and deliver equipment when needed. Build and maintain strong relationships with customers and donors, ensuring a positive experience and fostering ongoing support for the program. Travel regularly within the assigned area to support donation development and address customer needs.
Maintain accurate and organized files in both electronic and paper formats. Process purchases and travel transactions, track receipts and prepare daily cash logs. Use the FireConnect web application to manage program applications, update inventory records and document customer interactions. Assist with FAD responsibilities by supporting surplus intake, maintaining Property Transfer Record (PTR) files and preparing property for auction in line with agency procedures. Operate vehicles and equipment as needed for transport, maintenance and warehouse operations.
Manage and account for all agency credit cards in accordance with applicable laws, policies, rules, procedures and guidelines.
Assist and support other agency programs and activities, including participation in emergency response.
Other duties as assigned.