External Relations Coordinator

Job Description

External Relations Coordinator
Lubbock
46194BR

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.



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.

To apply, please visit: https://apptrkr.com/9842114"">https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?partnerid=25898&siteid=5283&PageType=JobDetails&jobid=923866

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.

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.








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