External Relations Coordinator

Texas Tech University - Health Sciences Center; Lubbock (TX); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Health plans

Paid time off

Retirement plans

Wellness programs

Mother-friendly workplace

Gym and discounts

Job summary

Texas Tech University Health Sciences Center is seeking an External Relations Office Coordinator to ensure efficient day-to-day operations and professional workflow within the External Relations Office.

The role coordinates staff, maintains rosters, schedules meetings, prepares workspaces, and communicates department updates. Requires a Bachelor’s degree plus two years related experience, or an equivalent combination.

Qualifications

• Bachelor2s degree plus two (2) years related experience; OR a combination of education and/or related experience to equal six (6) years.

Responsibilities

• External Relations Office Coordinator ensures the efficient day-to-day operations, organization, and professionalism of the External Relations Office.
• Coordinates the department that has institutional oversight responsibilities and may supervise program staff, volunteers and/or students.
• Maintain and coordinate the ER newsletter, rosters, schedules, and department communications; prepare workspace and equipment for new team members.
• Follow TTUS/TTUHSC policies, monitor inventory and ensure compliance with procedures.
• Travel as needed and contribute to the overall success of the University and External Relations Division.

Education

Bachelor2s degree

Job description

Introduction

Nationally recognized as a Great College to Work For ,TTUHSC provides much more than just a job! Enjoy excellent benefits , including paid leave,retirement plans, wellness programs, health insurance and so muchmore. Ready to start building a rewarding career in a positiveenvironment where you can develop and thrive? Join us as wechange the future of health care.

About TTUHSC

Texas Tech University Health Sciences Center is enriching the livesof others by educating students, providing excellent patient care,and advancing knowledge through innovative research. TTUHSCgraduates more health care professionals than any other health careinstitution in the state, conferring 24.2% of all degrees andcertificates awarded from health-related institutions in Texas. Byproviding comprehensive clinical services to more than 10 millionindividuals across 121 counties, TTUHSC is dedicated to advancingthe health of people throughout Texas and beyond. This is whereworld-class education meets compassionate patient care – and webelieve that our people are the reason for our institution’slasting success and bright future.

Being part of the TTUHSC team means being part of an innovative andsupportive community that empowers each individual to do their bestwork. Through our values-based culture , TTUHSC iscommitted to cultivating an exceptional workplace community with apositive culture that puts people first.

Visa Information

TTUHSC, at its sole discretion, may initiate new H-1B I-129 visapetitions in accordance with the directive issued by GovernorAbbott. Approval from the Texas Workforce Commission is required.On a limited, case-by-case basis, the institution may also sponsoreligible individuals for change-of-status or change-of-employerpetitions for qualifying positions. TTUHSC will not pay the$100,000 fee, if applicable.

Position Description

External Relations Office Coordinator ensures the efficientday-to-day operations, organization, and professionalism of theExternal Relations Office. Coordinates the department that hasinstitutional oversight responsibilities. Responsibilities involvethe coordination and supervision of the various functions andaspects of a specific program or departmental project as well asthe monitoring of program staff and operational procedures. Work isperformed under general supervision with evaluation based onresults obtained. May supervise program staff, volunteers and/orstudents.

Major/Essential Functions

• Ensure all new team members have a fully prepared andfunctional workspace prior to or upon their start date. Thisincludes coordinating and providing necessary office supplies,monitors, keyboards, computers, and other essential equipment.Identify and address any outstanding workspace or equipment needsin a timely manner.
• Maintain an accurate and up-to-date External Relations teamroster. Provide the updated roster to ER leadership with eachExternal Relations department newsletter and promptly updatechanges related to new hires, departures, transfers, or otherstaffing updates.
• Follow all department operating procedures, protocols, andestablished processes. Monitor office and departmental supplies toensure adequate inventory is maintained and replenished as needed.Consistently follow procedures that support operational efficiency,accountability, and compliance.
• Effectively coordinate department schedules, meeting rooms,meals, and other logistical needs. Ensure meeting spaces andrelated arrangements are confirmed in advance, and that updatedscheduling information is communicated promptly to the appropriateteam members.
• Maintain and communicate current department information to theExternal Relations team. Gather and share relevant department news,updates, announcements, events, and other information to ensureteam members remain informed and connected.
• Ensure all information included in the External Relationsdepartment newsletter is accurate, current, and provided in atimely manner. This includes team rosters, training and developmentopportunities, scheduling information, department updates, andother relevant communications. Verify information beforedistribution and promptly communicate corrections or updates whenneeded.

Office Operations Coordinator manages all office operations for theentire external relations department including ER, C&M, IA, andLWB.

• Manage office equipment throughout its lifecycle, includinginitiating IT work orders for new equipment and ensuring computersare properly prepared and configured for new employees.
• Conduct the annual equipment inventory accurately and in atimely manner, maintaining up-to-date records and ensuringaccountability for office assets.
• Serve as the primary liaison between Safety Services and theDivision of External Relations, facilitating effectivecommunication and coordinating needs and requests between the twoareas.
• Monitor facility and housekeeping work orders to ensurerequests are addressed, tracked, and completed in a timely andefficient manner.
• Maintain clean, organized, safe, and professional workenvironments by ensuring all areas meet established housekeeping,organizational, and safety standards.

Support Assistant Vice President of Communications & Marketingas needed, to include, but not limited to scheduling meetings andmaintaining calendar.

• Maintain and coordinate the AVP C&M’s calendar, ensuringappointments, meetings, and commitments are accurately scheduledand effectively managed.

Follow all TTUS and TTUHSC Operating, IT and Safety policies andcomplete all trainings as required.

Occasional Duties

• Travel as needed
• Contribute to the overall success of the University andExternal Relations Division by performing other duties asassigned.

Required Qualifications

Bachelor’s degree plus two (2) years related experience; OR acombination of education and/or related experience to equal six (6)years.

Preferred Qualifications

• Prior experience working in an office adminstrativeenviornment, particularly relating to marketing or external mediamanagement.

Required Attachments

Cover Letter, Resume / CV

Benefits

TTUHSC is committed to creating an environment where our teammembers can do their best work, with programs and benefits to support head-to-toe well-being.Explore just a few of the advantages of being a TTUHSC team member:

• Health Plans + Supplemental Coverage Options –Individual health insurance provided at no cost for full-time teammembers
• Paid Time Off – Including holidays, vacation, sick leaveand more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace

Additionally, TTUHSC invests in the success of our team members byproviding opportunities for personal and professional growth,including lifelong learning programs, recognition programs, andhealth and wellness initiatives. Team members also enjoy a varietyof other perks, such as special membership rates at local gyms andgolf courses, access to state-of-the-art software and facilities,and discounts on travel, technology, entertainment and more.

Job Type

Full Time

Pay Basis

Hourly

Pay Grade Minimum

Salary commensurate with related education, experience and/orskills.

Pay Grade Maximum

Salary commensurate with related education, experience and/orskills.

Pay Statement

Compensation is commensurate upon the qualifications of theindividual selected and budgetary guidelines of the hiringdepartment, as well as the institutional pay plan. For additionalinformation, please reference the institutional pay plan website at https://app4.ttuhsc.edu/payplan .

Grant Funded?

No

Travel Required

None

Shift

Day

Schedule Details

M-F 8:00 am - 5:00 pm

Does this position work in a research laboratory?

No

EEO Statement

All qualified applicants will receive consideration for employmentwithout regard to race, color, religion, sex, national origin, age,disability, genetic information or status as a protectedveteran.

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and CampusCrime Statistics Act is a federal statute requiring colleges anduniversities participating in federal financial aid programs tomaintain and disclose campus crime statistics and securityinformation. By October 1 of each year, institutions must publishand distribute their Annual Campus Security Policy & CrimeStatistics Report (ASR) to current and prospective students andemployees. To view this report, visit the TTUHSC Clery Act websiteat https://www.ttuhsc.edu/compliance/clery-report.aspx.