Coordinator

Lubbock

40938BR

National Wind Institute

Position Description

Performs supervisory and coordinative work in the operation of a specific program or departmental project. Responsibilities involve the coordination and supervision of the various functions and aspects of a specific program as well as the monitoring of program staff and operational procedures. Work is performed under general supervision with evaluation based on results obtained. May supervise program staff, volunteers and student assistants.

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.

About the Department and/or College

The National Wind Institute (NWI) has evolved from its traditional singular focus on wind hazards to three main research pillars of Energy Systems, Atmospheric Measurement & Simulation, and Wind Engineering. Though all three of these pillars focus on distinct issues, they also maintain common ground via cross cutting themes. All research seeks to benefit communities at micro and macro scales.

Major/Essential Functions

1) Supports the WHiP Director by performing administrative duties related to planning, directing and coordinating all aspects of the program as requested. Proactively plan and support Industry Advisory Board Meetings and other WHIP events. Create, maintain and utilize a detailed checklist that can be used to prevent missed details. Plan and oversee catering or other activities. Collect materials or information and assist with preparation of WHIP Center annual reports as requested. Have knowledge of what will be needed and organize accordingly in advance of the due dates.
2) Research, develop and present ideas for a) increased recruitment to reach a diverse population of PhD students. b) outreach and recruitment of new Industry Partners, communications to current Industry Partners and contribute to the overall success of the Center. c) Prepare creative and informative multi-media promotional materials including a new or revised video, brochures, promotional slides, etc.
3) Develop and maintain website for WHIP. Maintain website for NWI. Maintain and update the content of the WiSE PhD program web page on the NWI web site. Maintain the LinkedIn page for WHIP. Other websites may be developed and maintained based on current needs. Websites are to be updated with detailed, accurate and current information as frequently as needed or requested. Update photos and news as needed.
4) PhD Coordinating (administrative): Provide assistance for the organization of the WiSE PhD program seminars. Keep the contact information of alumni of the program up to date to the best possible extent.
5) Process Travel requests in Chrome River for staff, faculty, students and group travel. Process travel and all other details for the McDonald Mehta Lectures. Upload all supporting documentation as required. Maintain travel files. Serve as backup for BSRE.
6) Prepare and submit requisitions for Purchase Orders for NWI (excluding IT and Reese Center). Process invoices for payments to vendors in TechBuy. Maintain Purchasing / Purchase Order files including any back-up information or documents. Contact vendors for quotes or updates. Set up new vendors as needed. Serve as backup for BSRE.
7) Supervise NWI Student Assistants. Create their work schedules to maximize phone coverage during office hours. Post the position, interview and hire new students. Make schedule adjustments and assign work tasks as appropriate providing training as needed. Approve time sheets within set deadlines.
8) Process the monthly Voyager statement using the Voyager logs received from Reese. The statement needs to be completed 2 business days before the deadline provided by Procurement. Ensure all receipts are attached to the logs and funding sources are verified for new Purposes (Projects). Verify funding is available in the appropriate Budget Account Codes, requesting budget revisions or money moves from the Business Manager.
9) Effectively coordinate events including travel arrangements, accommodations, venue, catering and other related activities.

Required Qualifications

High school graduation plus five (5) years progressively responsible related experience; additional related education may exchange for the required experience on a year for year basis.

Preferred Qualifications

Required: Excellent communication skills including verbal and written; collaborative mindset; critical thinking; experience and knowledge of computer usage, Microsoft; Word, Excel, Power Point, Outlook; experience with planning & logistics; creation and maintenance of databases; excellent customer awareness and service; experience with social media on a business level.
Preferred: Understanding and experience with TTU systems including Purchasing, Travel, Budgets, Deposits, Cognos and Finance, organizational skills, experience with planning events and/or working with large groups; development of outreach or informational presentations; brochures or other communications; successful recruiting experience.

Safety Information

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

Occasional Duties

Maintain both NWI conference room calendars and reserve conference rooms for upcoming meetings, events and conference calls. Process building maintenance and key requests.

Does this position work in a research laboratory?

No

Required Attachments

Cover Letter, Professional/Personal References, Resume / CV

Optional Attachments

Recommendation/Referral

Job Type

Full Time

Pay Basis

Hourly

Minimum Hire Rate

16.43

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.

Travel Required

Up to 25%

Shift

Day

Schedule Details

8 AM - 5 PM

Grant Funded?

Yes

Job Group

Office and Admn Wkrs All Other

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.