Administrative Coordinator TTU

: Lubbock

Administrative Coordinator TTU

37499BR College of Human Sciences

Position Description

Performs support and coordinative work in direct support of an administrative team of a specific administrative office or department. Coordinates and assists with office management support, planning, researching, procurement, and program support and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision.

About the University

Established in 1923, Texas Tech University is a Carnegie R1 (very high research activity) Doctoral/Research-Extensive, Hispanic Serving, and state-assisted institution. Located on a beautiful 1,850-acre campus in Lubbock, a city in West Texas with a growing metropolitan-area population of over 300,000, the university enrolls over 40,000 students with 33,000 undergraduate and 7,000 graduate students. As the primary research institution in the western two-thirds of the state, Texas Tech University is home to 10 colleges, the Schools of Law and Veterinary Medicine, and the Graduate School. The flagship of the Texas Tech University System, Texas Tech is dedicated to student success by preparing learners to be ethical leaders for a diverse and globally competitive workforce. It is committed to enhancing the cultural and economic development of the state, nation, and world. About Lubbock:Referred to as the “Hub City” because it serves as the educational, cultural, economic, and health care hub of the South Plains region, Lubbock boasts a diverse population and a strong connection to community, history, and land. With a mild climate, highly rated public schools, and a low cost of living, Lubbock is a family-friendly community that is ranked as one of the best places to live in Texas. Lubbock is home to a celebrated and ever-evolving music scene, a vibrant arts community, and is within driving distance of Dallas, Austin, Santa Fe, and other major metropolitan cities. Lubbock's Convention & Visitors Bureau provides a comprehensive overview of the Lubbock community and its resources, programs, events, and histories.

Major/Essential Functions

College:

• Lead Reception for the Office of the Dean, always ensuring front coverage.
• Coordinate any Capacity Change requests for the College (work with Ron Baker).
• Coordinate the semesterly update of all directories, listservs, & emergency contact lists - 8/5 for Fall, 12/5 for Spring, 2/5 for internal checks, and 5/5 for Summer.
• Coordinate, Maintain, and Schedule El Centro, Canyon Room, Cottage, and HS Conference 102 according to stated guidelines.
• Process Work Orders and Project Requests - maintain official project request file.
• Process Key requests.
• Surplus furniture requests/maintain an official file.
• Business Continuity System Coordinator (COOP).
• Parking Coordinator.
• Attend Monthly DO Staff Meetings and TTU Procurement Forums when scheduled.
• Notary Duties.
• Lead Emergency Action Coordinator & back-up Building Emergency Manager - Maintain/ Update - Emergency File “O Drive.
• Procurement (PO) support to include DO, EXT/REL, MKTG/COM, and Student Services.
• Back up/cross-trained to perform:
  • Reconcile Procurement Cards monthly
  • Processing of travel applications/vouchers
• Other duties as assigned.

Development Support:

• Assist the Director & Assistant Director of Development with overflow projects and duties as assigned.
• ADVANCE - Work efficiently in the ADVANCE system to request giving reports for COHS donors, send updates to ADVANCE as required, and/or request prospect reports by criteria provided by the COHS Development Officer.
• Support coordination of Gift Agreement internal processing for new and revised gifts and notify College/Departments/Centers once fully established.
• Investigate and resolve questions from donors about endowment accounting and reporting questions. Seek Jodi's assistance if needed.
• Update and maintain filing system - hard and digital file copies - Print any correspondence regarding revisions.
  • File in Development Office
  • Digital copy - copies of all DEV records stored on the O Drive
  • Hard copy - physical files stored in the DEV filing cabinets
  • Back up/cross-trained to perform:
    • Development travel processing.
    • Process Gift Transmittals/Deliver checks and other documents to offices on campus, such as Main Development Office (IA) - 2nd floor of System Bldg.

Scholarship specific:

• Work with Department Scholarship Coordinators to coordinate the annual Scholarship process, staying within the given timeline(s).
• Communicate changes annually to departments/programs/areas that award scholarships, specifically updates of any donor contact info.
• Receive endowed scholarship approval packets and review them for completeness, checking to ensure all necessary components are present. Conduct a spot check of awards to ensure criteria were met. Facilitate signatures and return to areas to complete the process.
• Receive endowed scholarship thank you letters and donor cover letters, arrange editors, review and edit all material for return to areas to timely mail.
• ANNUAL SCHOLARSHIP COORDINATOR meeting: Create an agenda (with Jodi/Nic to include an update of documents used in the meeting), schedule and attend the meeting (FALL each year).
• Provide scholarship award information upon request from the Scholarship Tracking System (STS) and/or the AR002 Cognos report.

Required Qualifications

Bachelor's degree in job related field plus one year responsible experience. Additional specific job related experience may substitute for required education on a year for year basis.

Safety Information

Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.

Does this position work in a research laboratory?

No

Required Attachments

Cover Letter, Resume / CV

Optional Attachments

Professional/Personal Reference

Job Type

Full Time

Pay Basis

Hourly

Minimum Hire Rate

19.21

Pay Statement

Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan. For additional information, please reference the institutional pay plan by visiting

Travel Required

None

Shift

Day

Grant Funded?

No

Job Group

Office and Admn Wkrs All Other

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.