Business Coordinator

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.

Major/Essential Functions

• Texas Tech Equestrian Center Support
• Be a team player in the TTU Equine Program.
• Set and enforce high standards of ethics and values, performance, and exemplary behavior
• Responsible for helping develop and implement program protocols and procedures, and maintain program and TTEC-related records and reports.
• Plan and schedule Equine Program events, projects, and activities, and related marketing and communications.
• Assist with supervising and scheduling Equine Program Student Workers and verifying time submitted is actually time worked.
• Establish and maintain strong relationships with the Equine Program alumni, friends, patrons, and supporters, and work with the Equine Advisory Board.
• Coordinate fundraising activities and events for the Equine Program and promote program success.
• Meet with Executive Director, Faculty, and staff as needed.
• Assist with travel-related financial documentation for all TTEC staff and faculty.
• Assist with maintaining horse herd records and related contracts (Usage).
• Assist with maintaining contract records and billing and financial processes for Boarder, Event, and livestock contracts using appropriate support programs (Ex. QuickBooks, TouchNet).
• Assist with securing bids/quotes for TTEC programs.
• Assist with student completion of the Application and new employee paperwork.
• When an injury happens, work with employee and risk management to get all forms filled out and filed in a timely manner.
• Maintain inventory of all TTEC vehicles and related equipment, including billing, mileage, maintenance, inspections, insurance, driver records, and mileage logs.
• Reconcile mileage logs and Voyager card transactions monthly, ensuring accurate billing to the appropriate users and compliance with university policies.
• Request and track additions to the approved driver list, ensuring all drivers meet eligibility requirements and are properly documented.
• Coordinate routine maintenance, inspections, and repairs for departmental vehicles, working with university fleet services to ensure vehicle safety and reliability.
• Monitor vehicle usage and availability, maintaining reservation records and identifying opportunities for improved scheduling or utilization.
• Serve as the point of contact for fleet-related inquiries, providing guidance on policies, troubleshooting issues, and communicating updates to faculty, staff, and students.
• Assist with annual fleet reporting and audits, ensuring all documentation is complete and up to date.
• Support coaches and staff submitting program/team scholarships, ensuring accuracy and adherence to deadlines.
• Coordinate the thank-you letter process with Coaches and staff for student scholarship awardees, including sending instructions, tracking progress, confirming Writing Center review, and submitting final letters to the appropriate Office.
• Exhibit accountability and professionalism through timely execution of duties, prompt, and clear communication with faculty, staff, students, and supervisors, and consistent updates to the Executive Director.
• Support faculty, staff, and students with a service-oriented approach, ensuring assistance is provided professionally, respectfully, and within the scope of assigned responsibilities.
• Provide proactive and reliable support to the TTEC Executive Director & Business Manager and staff on assigned projects.
• Maintain confidentiality and discretion in handling sensitive information.