Texas Tech University Coordinator - SON Lbk in Lubbock, Texas

Coordinator - SON Lbk

Requisition ID 13760BR

Work Location Lubbock

Org Level 1 Texas Tech Univ Health Sciences Ctr

Campus HSC - Lubbock

Department SON Lbk Genl

Position Description Performs supervisory and coordinative work in the operation of a specific program or departmental project. Responsibilities involve the coordination and supervision of the various functions and aspects of a specific program as well as the monitoring of program staff and operational procedures. Work is performed under general supervision with evaluation based on results obtained. May supervise program staff, volunteers and student assistants.

Major/Essential Functions

  • Supports the HSC Extra Degree of Service Commitment of making lives of those we serve our number one purpose through excellent care and service.

  • Maintains calendars, schedules, organizes meetings and reserves rooms for ESS Managing Directors and IT Senior Director and Section Manager; order food and takes minutes as needed.

  • Organizes and submits procurement card documentation for four cards each month and works with vendors regarding returns and tax refunds.

  • Creates and completes travel applications and vouchers for Education Support Services staff.

  • Creates and completes at least 150 purchase orders and/or direct pays for the department. Submits requisitions, sets up new vendors, communicates with Associate Dean of Finance when fund balances need revising, acts as purchase order liaison between various schools to complete the payment process, performs general trouble shooting with Purchasing and received items in Tech Buy.

  • Writes and modifies documents including correspondence, reports, drafts, memos, emails, etc.

  • Works independently on the logistical planning of Career Services Center events including reserving space, ordering food and purchasing supplies.

  • Works independently on aspects of the SON events delegated by the Unit Manager. Events include: Commencement Ceremonies, Dean's functions, special celebrations, retirement, recruitment, alumni, Nurses and NP Week, open houses, and Faculty awards.

  • Greets guests and announces their arrival for meetings or directs them to the correct staff member. Answers phone calls and directs the caller to the appropriate person.

  • Accesses Cognos to document monthly FOAP balances and distribute to staff. Communicates to Associate Dean for Finance when balance transfers are needed.

  • Mails items for ESS staff as needed; assist with incoming mail distribution.

  • Receives and store student recruitment's promotional items. Ensure supplies are available for three Commencement Ceremonies as well as other events.

  • Handles details of presenting student and Distinguished Alumni awards at Commencement Ceremonies.

  • Conducts face-to-face and Zoom resume review sessions as needed.

  • Maintains Career Services Center sign-in sheets; remind students of upcoming events and share the number of attendees with regional staff to assist with food orders.

  • Proofreads and suggests edits for recruitment materials, commencement script, web site, letters and other correspondence.

  • Responds to student and employer emails sent to SOC Career and SON Info shared email boxes.

  • Attends local (Lubbock) recruitment events as needed.

  • Assists Recruitment staff with entering of prospective student information into Mach form.

  • Prints and mails IT inventory ownership forms to SON staff. Scans signed forms into inventory database as needed.

  • Maintains a shared Outlook calendar to set up meetings, schedule exams, operations, etc.

  • Assists ET by filling out misc. forms, paperwork and helping unload boxes and organize office area.

Required Qualifications High school graduation plus five (5) years progressively responsible related experience; additional related education may exchange for required experience on a year for year basis.

Preferred Qualifications Position Specific Qualifications:

Minimum Qualifications Completion of high school or the equivalent. Five years office experience. Additional education may substitute for experience on a year for year basis. Position Specific Qualifications Proficient in spelling and grammar. Ability to multitask, organize data and material, communicate verbally. Preferred Knowledge, Skills and Abilities Experience with Outlook and Microsoft Word and Excel. Ability to type. Experience with Outlook and Microsoft Word and Excel in addition to writing and editing skills.

EEO Statement As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

Does this position work in a research laboratory? No

Required Attachments Professional/Personal References

Resume / CV

Job Type Full Time

Pay Basis Hourly

Minimum Hire Rate 12.42

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 on the Human Resources webpage.

Travel Required None

Shift Day

Grant Funded? No

Job Group Clerical/Secretarial

Removal Date 04/13/2019