About this role
External Relations Coordinator
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.
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.
Position Description: 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. Responsibilities involve the coordination and supervision of the various functions and aspects of a specific program or departmental project 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/or students.
Major/Essential Functions: • Ensure all new team members have a fully prepared and functional workspace prior to or upon their start date. This includes coordinating and providing necessary office supplies, monitors, keyboards, computers, and other essential equipment. Identify and address any outstanding workspace or equipment needs in a timely manner. • Maintain an accurate and up-to-date External Relations team roster. Provide the updated roster to ER leadership with each External Relations department newsletter and promptly update changes related to new hires, departures, transfers, or other staffing updates. • Follow all department operating procedures, protocols, and established processes. Monitor office and departmental supplies to ensure 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 and related arrangements are confirmed in advance, and that updated scheduling information is communicated promptly to the appropriate team members. • Maintain and communicate current department information to the External Relations team. Gather and share relevant department news, updates, announcements, events, and other information to ensure team members remain informed and connected. • Ensure all information included in the External Relations department newsletter is accurate, current, and provided in a timely manner. This includes team rosters, training and development opportunities, scheduling information, department updates, and other relevant communications. Verify information before distribution and promptly communicate corrections or updates when needed.
Office Operations Coordinator manages all office operations for the entire external relations department including ER, C&M, IA, and LWB. • Manage office equipment throughout its lifecycle, including initiating IT work orders for new equipment and ensuring computers are properly prepared and configured for new employees. • Conduct the annual equipment inventory accurately and in a timely manner, maintaining up-to-date records and ensuring accountability for office assets. • Serve as the primary liaison between Safety Services and the Division of External Relations, facilitating effective communication and coordinating needs and requests between the two areas. • Monitor facility and housekeeping work orders to ensure requests are addressed, tracked, and completed in a timely and efficient manner. • Maintain clean, organized, safe, and professional work environments by ensuring all areas meet established housekeeping, organizational, and safety standards.
Support Assistant Vice President of Communications & Marketing as needed, to include, but not limited to scheduling meetings and maintaining calendar. • Maintain and coordinate the AVP C&M’s calendar, ensuring appointments, meetings, and commitments are accurately scheduled and effectively managed. Follow all TTUS and TTUHSC Operating, IT and Safety policies and complete all trainings as required.
Occasional Duties: • Travel as needed • Contribute to the overall success of the University and External Relations Division by performing other duties as assigned.
Required Qualifications: Bachelor’s degree plus two (2) years related experience; OR a combination of education and/or related experience to equal six (6) years.
Preferred Qualifications: • Prior experience working in an office adminstrative enviornment, particularly relating to marketing or external media management.
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.
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.
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.
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.