37865BR

Extended Job Title:

Administrative Coordinator TTU

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.

Requisition ID:

37865BR

Travel Required:

None

Major/Essential Functions:

• Serving as first point of contact for SOM Business office including: answering School phones, assisting faculty, staff, students, and visitors, receiving, and documenting incoming package, manage second floor copiers including monthly copier reports, manage the School mailroom.

• Entering financial documentations into the School of Music Filemaker database and other University Systems and assisting with the maintenance of the financial filing system.

• In collaboration with the Director’s Lead Administrator, manage the School of Music and other Schools inboxes, replying promptly or forwarding the messages received to the appropriate staff/faculty.

• Collaborate with the Director’s Lead Administrator to ensure that office equipment is stocked and operational, including School copiers and other supplies.

• Manage the submission of travel documents for School group travel.

• Processing purchase orders, submitting cost receipts and invoices for payment.

• Monthly reconciling of School p-card.

• Receive and process deposits for the School.

• Process all new hire paperwork for student’s assistants, and processing Personnel Actions Forms.

• Assists SoM Business Manager with duties including but not limited to manual check requests, past due invoices, and HR reports.

• Coordinate all required paperwork and submit payment for faculty, staff, student workers and instructors for Matador Opera Workshop.

• Prepare cost transfers, IV’s and job labor distributions forms, area and School expense and encumbrances reports for selected FOPs.

• Coordinate the ordering of all office supplies and printer toner for the School.

• At the direction of the SoM Business Manager, assist the Travel Coordinator with travel arrangements and paperwork for faculty, prospective employees and guest artists.

Grant Funded?:

No

Minimum Hire Rate:

19.21

Pay Basis:

Hourly

Work Location:

Lubbock

Preferred Qualifications:

Ability to manage multiple tasks. Excellent attention to detail. Proficiency in MS Office and expertise in Microsoft Outlook, Word, Excel. 3-5 years Administrative Assistant experience. Excellent verbal and written communication skills. Ability to work in a fast-paced environment and respond effectively to challenges. Superior organizational and time management skills.

Department:

School of Music

Required Attachments:

Cover Letter, Professional/Personal References, Resume / CV

Job Type:

Full Time

Job Group:

Office and Admn Wkrs All Other

Shift:

Day

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.

Does this position work in a research laboratory?:

No

Safety Information:

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

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 www.depts.ttu.edu/hr/payplan.

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.

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.