Job Details

Administrative Coordinator TTU

Position Number: 9788885
Location: Lubbock, United States
Position Type: Secretary and Administrative Assistants

Administrative Coordinator TTU
Lubbock
45903BR
Nutritional 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 functions such as planning, researching, budgeting and program implementation 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
Founded in 1923, Texas Tech University began with a mission to serve the needs of West Texas, but its impact has always reached far beyond. Today, Texas Tech, located in Lubbock (pop. 300,000+), is home to a vibrant community of more than 42,000 students.Texas Tech's 1,800-acre campus showcases Spanish Renaissance architecture and is home to one of the country's largest public art collections. Its 13 colleges include a prestigious School of Law and a distinguished School of Veterinary Medicine. These programs equip students with the skills and knowledge needed to excel in their respective fields. Built on the values of West Texas - hard work, grit and authenticity - the university graduates students who are deeply engaged in service to their communities and well-positioned to succeed in the world. Texas Tech is committed to achieving research and scholarly accomplishments that compare favorably to the member institutions of the Association of American Universities (AAU). For more than 100 years, Texas Tech has been a premier destination for those seeking a world-class education and a unique, personalized experience as a member of the Red Raider family.

About the Department and/or College

Major/Essential Functions
1. Procurement and Financial Recordkeeping

Coordinate departmental purchasing for scientific laboratories, research activities, classroom needs, and general departmental operations, including submitting purchase orders, receiving and verifying orders, and ensuring invoices are routed and processed for timely payment.
Reconcile procurement card transactions and assist with maintaining accurate departmental financial records and supporting documentation.
Process budget revisions and revenue transactions, including departmental deposits and management/reconciliation of the appropriate clearing account.

2. Office Operations, Reception, and Supplies

Manage the physical appearance, organization, and general readiness of the Nutritional Sciences suite and Graduate Student Office to maintain professional, orderly, and functional shared spaces.
Serve at the department's main reception area, answer incoming departmental phone calls, address routine questions, and direct or transfer inquiries to the appropriate faculty or staff member.
Monitor office supply inventory, identify replenishment needs, and coordinate ordering to ensure adequate supplies are available for departmental operations.

3. Department Chair Administrative Support

Assist the Department Chair with calendar management, appointment scheduling, travel arrangements and itineraries, and other administrative requests as assigned.
Coordinate timely follow-through on scheduling, logistical, and administrative needs that support the Department Chair and departmental operations.

4. Travel Administration

Prepare and submit travel applications and reimbursement documentation in accordance with university policies/procedures and required timelines.
Assist travelers with administrative coordination and supporting documentation needed for departmental travel processing.

5. Endowed Scholarship Coordination

Maintain the master scholarship spreadsheet with accurate and current scholarship, donor, award, and related information to support reliable tracking and reporting.
Coordinate with the departmental scholarship committee to ensure endowed scholarships are reviewed and awarded appropriately in accordance with established donor criteria and scholarship requirements.
Enter scholarship awards into the appropriate university scholarship system and verify award information for accuracy and completeness.
Coordinate the scholarship thank-you letter and donor cover letter process, including communicating requirements, collecting student letters, and ensuring materials are completed and distributed appropriately.
5. Facilities, Access, Custodial, and Technology Support
Manage and coordinate laboratory, room, and building access through the KMS system, including processing access needs and maintaining appropriate access-related records.
Submit and track work order requests, custodial service requests, and technology support requests as needed to maintain effective departmental operations.
Coordinate with appropriate university service units and follow up on outstanding requests when necessary.

6. Other Assigned duties:

Participate in relevant meetings and document key updates to stay informed of new processes, procedures, and initiatives.
Regularly attend scheduled Procurement Services Forums, Friday Flash Training, Procurement Q&A, etc. Notify faculty and staff via email of any significant changes in policies or procedures.
Serve as backup Emergency Action Coordinator. Maintain current emergency contact information for the department, attend College emergency meetings, and comply with safety policies and procedures.
Assist undergraduate and graduate students as requested.
Other duties as assigned.

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.

Preferred Qualifications
Experience providing administrative or business operations support in a professional office environment. Experience with purchasing, procurement, accounts payable, financial transactions, budget administration, or related business processes. Experience in a higher education, academic, research, healthcare, or similarly complex organizational environment. Experience in large project coordination.

Pay Range
$19.47 - $25.29 - $31.15

To apply, visit workattexastech.com

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