Job Description

Extended Job Title
Program Coordinator

Org Level 1
Texas Tech Unv Hlth Sci Ctr El Paso

Position Description
Supports the department by performing administrative duties related to planning and coordinating programming in support of academic enrichment of the department, institution and community.
 

Requisition ID
25385BR

Travel Required
Up to 25%

Major/Essential Functions
  • Coordinates all aspects of departmental Visiting Faculty Seminar Series including but not limited to booking and reimbursing travel and lodging expenses as appropriate, pre-approvals, meetings, itineraries, disseminating flyers, building agendas, submitting work orders, securing appropriate facilities, coordinates snacks, refreshments, or meals as appropriate, providing support prior to, during, and after seminars.
  • Coordinates all aspects of departmental events to include faculty research Work-in-Progress, departmental faculty meeting, tenure and promotion meetings, dinner meetings, holiday events, and purchases related to events. Responsible for pre-approvals, meetings, itineraries, disseminating flyers, building agendas, submitting work orders, securing appropriate facilities, coordinates snacks, refreshments, or meals as appropriate, providing support prior to, during, and after events.
  • Processes purchases related to job duties utilizing appropriate purchasing processes, i.e. TechBuy, procurement card, reimbursements as directed for assigned faculty and staff. Processes all invoices to accounts payable, verifies receipt of orders, and maintains tracking database for procurement card expenditures for audit purposes. Assists with closure of open encumbrances.
  • Coordinates, prepares, and tracks travel application, vouchers, FedEx shipping labels, supply order requests, inventory database management, room reservations, and printing of posters. May assist with mail distribution for department and miscellaneous administrative duties as directed for assigned faculty and staff for the department of Molecular and Translational Medicine TUHSC El Paso.
  • Responsible for scheduling vendor equipment preventative maintenance appointments and escorting of vendors to and from work site. Requests quotes as needed, creates purchase orders, renews service contracts, processes all invoices in TechBuy for payment and maintains equipment data bases. May guide and direct volunteers and student assistants as needed.
  • Maintains event budget databases, log expenditures and monitors and reconciles budgets. Maintains log of Faculty and staff attendance to all departmental events.
  • Initial point of contact for the Department of Molecular and Translational Medicine by answering phone calls, communicating messages, providing answers to inquiries relevant to the department as needed, assisting with planning meetings or events.
  • Responsible for processing of access badges requests, building key requests, office key requests, volunteer applications. Maintain records of all processed forms and requests.
  • Assists with maintenance and filing of departmental documents and records related to assigned duties.
  • Routine reconciliation of assigned funds and P-card; to include both monthly and annual reconciliation of expenditures.
  • Responsible for monthly maintenance of departmental copiers; transport, upgrades, toner, and service requests. Responsible for water systems; quarterly maintenance, PO's and standing order creation in TechBuy, closure of open encumbrances.
  • Other duties as assigned.


Grant Funded?
No

Minimum Hire Rate
14.48

Pay Basis
Hourly

Work Location
El Paso

Preferred Qualifications
Bachelor’s degree in business related field. Familiarity with purchasing, vendor relations, travel and accounts payable.

Campus
HSC - El Paso

Department
Molecular and Trans Medicine

Job Type
Full Time

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.

Job Group
Office and Admn Wkrs All Other

Shift
Day

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.

Required Qualifications
High school plus six years experience in related field. Additional education may substitute for experience on a year for year basis.

Does this position work in a research laboratory?
Yes

Are select agents used in this laboratory?
No

Jeanne Clery Act
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. You can locate this report through our website at: https://www.ttuhsc.edu/emergency/clery-report.aspx.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online