Business Assistant - SON Admissions Front Desk - Lubbock

Position Description

Performs responsible and complex duties associated with a specialized function of a section of clerical employees. A thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgments are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within University policies and procedures. Job performance is based upon overall operation effectiveness.

Requisition ID

45806BR

Travel Required

Up to 25%

Pay Grade Maximum

19.23

Major/Essential Functions

1. Front Desk Operations & Visitor Support

• Serve as the primary greeter for the Admissions Office.
• Check in prospective students and guests for scheduled appointments.

2. Phone & Email Reception

• Answer incoming phone calls and respond to general inquiries related to admissions.
• Route calls to appropriate staff members or departments and take detailed messages when necessary.
• Monitor main line voicemail box.

3. Campus Tours & Recruitment Support

• Assist with in-person campus tours providing informative overviews of campus facilities, academic programs, and student resources.
• Tailor tour content to align with the needs and interests of prospective students.
• Coordinate with advising and recruitment teams to ensure tours are scheduled and executed smoothly.
• Assist with recruitment events as needed.

4. Prescriptive Advising & Applicant Support

• Provide entry-level advising to prospective students by answering frequently asked questions related to:

• Application process and deadlines.

• Minimum admission requirements.

• Available academic programs and pathways.

• Key campus resources.

• Refer students to admissions coaches or coordinators when more detailed guidance is needed.

5. Inventory Management & Supply Coordination Assistance

• Provide assistance in accurate and up-to-date records of promotional materials, office supplies, and event-related inventory.
• Track stock levels and initiate reorders for high-usage items.
• Create and update visual inventory guides and digital inventory sheets to give department heads real-time visibility.
• Receive incoming shipments.

6. Order Fulfillment & Distribution

• Assemble, package, and distribute promotional materials and resources to support upcoming events, recruitment trips, and advising sessions.
• Prepare and deliver gift bags and materials requested by team members.
• Manage the "Woo-Hoo" package process.

7. Purchasing, Documentation & PCard Processing

• Process purchases made using department P-Cards(Purchasing Card) via Chrome River.
• Collect and organize receipts and approval forms for all transactions.
• Ensure proper authorization is obtained prior to large or non-routine purchases.
• Maintain detailed records of expenditures in compliance with financial policies and audit standards.
• Order supplies and promotional items using the FOP(Funding Source) account, while adhering to internal procurement procedures.

8. Meeting & Event Coordination

• Support meeting planning efforts.
• Coordinate logistics including room bookings, lunch or catering orders, delivery arrangements, and supply setup.
• Help assemble meeting packets, promotional handouts, etc.
• Provide day-of-event support.

9. Mail & Document Handling

• Receive and sort daily incoming mail.
• Handle all outgoing mail.
• Maintain logs of important mail items.

10. Office Organization & Maintenance

• Ensure the office supply closet and storage areas remain maintained.
• Implement labeling systems or storage solutions to improve access and minimize loss.
• Regularly inspect storage areas.
• Manage work orders and maintenance requests for University Center Suite.

11. Student Outreach & Call Campaigns

• Coordinate and execute outbound call campaigns to prospective students and applicants, providing status updates, document reminders, and answers to general inquiries.
• Log all outreach in relevant systems.
• Place reminder calls to prospects and applicants with advising appointments scheduled for the following business day.

12. Records Management & Compliance

• Assist with maintaining accurate files and records related to student inquiries, event attendance, promotional inventory, purchases, and call logs.
• Uphold confidentiality and FERPA guidelines when handling student or applicant information.

13. Special Projects & Additional Support

• Take on additional responsibilities and special projects as assigned by department leads.
• Demonstrate flexibility in responding to the evolving needs of the office.

Grant Funded?

No

Pay Grade Minimum

15.00

Pay Basis

Hourly

Work Location

Lubbock

Preferred Qualifications

• 1-2 years of experience in administrative support, customer service, front desk operations, or higher education admissions/recruitment.
• English and Spanish fluency.
• Experience and Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience using administrative systems such as Chrome River or CRM platforms (training available).
• Experience speaking to small groups and leading campus tours.

Department

SON Lbk Genl

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 website at https://app4.ttuhsc.edu/payplan.

Shift

Day

EEO Statement

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.

Required Qualifications

Education: Proficiency in written and mathematical processes as may be reflected by the completion of high school or the equivalent; Additional education and/or related experience to equal two years may substitute on a year for year basis.

Experience: Two years progressively responsible clerical experience.

Does this position work in a research laboratory?

No

Navy Enlisted Classification Code

AZ, RP, YN

Army Military Occupational Specialty Code

36B, 42A, 56M

Air Force Specialty Code

3A1X1, 8A200

Marine Military Occupational Specialty Code

0111, 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. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.

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 much more. Ready to start building a rewarding career in a positive environment where you can develop and thrive? Join us as we change the future of health care.

About TTUHSC

Texas Tech University Health Sciences Center is enriching the lives of others by educating students, providing excellent patient care, and advancing knowledge through innovative research. TTUHSC graduates more health care professionals than any other health care institution in the state, conferring 24.2% of all degrees and certificates awarded from health-related institutions in Texas. By providing comprehensive clinical services to more than 10 million individuals across 121 counties, TTUHSC is dedicated to advancing the health of people throughout Texas and beyond. This is where world-class education meets compassionate patient care - and we believe that our people are the reason for our institution's lasting success and bright future.

Being part of the TTUHSC team means being part of an innovative and supportive community that empowers each individual to do their best work. Through our values-based culture, TTUHSC is committed to cultivating an exceptional workplace community with a positive culture that puts people first.

Benefits

TTUHSC is committed to creating an environment where our team members 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 team members
• Paid Time Off- Including holidays, vacation, sick leave and more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace

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

Visa Information

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