Business Coordinator

Extended Job Title
Business Coordinator

Org Level 1
Texas Tech Unv Hlth Sci Ctr El Paso

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

Requisition ID
29847BR

Optional Attachments
Transcript

Travel Required
Up to 25%

Major/Essential Functions

• Manages day to day administrative and office activities to include provide direct support to the Assistant Dean/Chair and Director of the Department of Medical Education. To include travel arrangements, managing daily calendars, managing faculty files and typing and preparing minutes
• Assist the Director in establishing, monitoring and tracking the annual budget for the Department of Medical Education. Utilizes institutional applications/web-based tools and software (i.e. Banner, MS Office) to perform budgeting procedures and prepare monthly budget reports, approves purchasing requests and process budget revisions, cost transfers, cash receipts and reconcile financial activity/expenditures reports to ensure accuracy. Assist with annual budget planning and preparation.
• Supervise and manage all purchases of equipment and supplies for the Department of Medical Education. Responds to all purchasing inquires accurately and on a timely basis.
• Supervises all procurement card purchases for the Department of Medical Education, processing expense reports. Serves as the card holder for the Department of Medical Education.
• Manage the workflow in employee relations/human resources administrative tasks to include Kenexa, recruitment, Immigration paperwork, onboarding, candidate interviewing, re-classes, epafs, posting all vacant positions for faculty and staff, and employees separating from TTUHSC. Will conduct reference checks for all new employee candidates.
• Manage all tasks associated with the payroll entry, monitoring entries in time clock and uploading payroll files.
• Assist the director in faculty grant management including account development, budget monitoring and assistance with preparation of progress reports.
• Supervise the departmental inventory and surplus or store as needed to ensure the departments needs are met.
• Other duties as assigned.

Grant Funded?
No

Minimum Hire Rate
Compensation is commensurate upon the qualifications

Pay Basis
Hourly

Work Location
El Paso

Preferred Qualifications

• Five years office experience - additional education may substitute for experience on a year for year basis.

Campus
HSC - El Paso

Department
Clinic and Basic Sciences Elp

Required Attachments
Cover Letter, Resume / CV

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
First Line Other Admn

Occasional Duties

• Responsible for the managing and coordination of all departmental related new employee orientation to include faculty and staff, to include tour of the department, necessary forms or paperwork, introductions to key personnel and guidance, instructions, access set up and training on department systems (Leave report, Time Clock, etc).
• Manages all faculty searches for the department to include all facets of interview site visits, travel arrangements, interview schedules, recruitment, luncheons/dinners, miscellaneous activities and itinerary preparations for faculty candidates and spouses/families.
• Supervise CFAPTA process by serving as the liaison to potential candidates and ensuring the department and applicants submitted required paperwork within established deadline.
• Responsible for processing EOPS for new faculty sign on bonuses.
• Maintain faculty recruitment binder to ensure compliance with Policy 60.09
• Fulfills administrative and supervisory requirements for designated subordinates (Senior Business Assistant) including processing leave forms/requests, time sheets, performance evaluation, performance management counseling, provides guidance, support and monitors completion of duties and work performance.
• Manages projects and events for the Chair and the Department of Medical Education (i.e. Newsletter, retirement celebrations) in conjunction with TTUHSC EP guidelines and procedures.
• Develop and maintain report for the Department of Medical Education related to budget, purchasing HR, salaries, EOPS, etc.
• Serve as back-up to the Director of administration and Finance.

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 applicants race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

Required Qualifications

• Bachelor's degree plus two (2) years related experience; OR
• A combination of education and/or progressively responsible related experience to equal six (6) years.

Does this position work in a research laboratory?
No

Navy Enlisted Classification Code
AZ, LS, MC, PS, RP, YN

Army Military Occupational Specialty Code
15P, 36B, 42A, 56M, 68J, 88H, 88N, 89A, 89B, 92A, 92Y

Air Force Specialty Code
3A1X1, 8A200

Marine Military Occupational Specialty Code
0111, 3372, 6046

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.