Position Description
Performs managerial work providing direction and guidance in setting and achieving goals and objectives; developing policies; reviewing guidelines, procedures, rules, and regulations; establishing priorities, standards, and measurement tools for determining progress in meeting goals; coordinating and evaluating program activities; and establishing and monitoring budgets. May plan, assign, and supervise the work of others. Works under limited supervision with latitude for the use of initiative…
and independent judgment.
Major/Essential Functions
Performs advanced administrative and operational work supporting the Innovation Hub's strategic objectives, programs, and daily operations. Serves as the primary administrative support professional for the Managing Director and provides leadership in coordinating executive support functions, accelerator and incubator logistics, operational processes, stakeholder engagement activities, records management, and administrative systems. May coordinate the work of others and provide guidance related to operational processes, administrative procedures, and program logistics.
Executive Support & Administration
- Serve as the primary administrative support for the Managing Director, including calendar management, meeting scheduling, travel coordination, and management of executive priorities.
- Prepare agendas, reports, presentations, meeting materials, and supporting documentation for leadership, board, advisory council, and stakeholder meetings.
- Coordinate executive correspondence, scheduling requests, and stakeholder communications.
- Maintain organizational records, contracts, agreements, program documentation, and internal reporting materials.
- Support budget tracking, purchasing requests, contract administration, invoice processing, reimbursements, and other operational processes.
- Maintain administrative systems, filing structures, and records retention procedures.
- Assist with the coordination and execution of strategic projects, special initiatives, and leadership priorities across the Innovation Hub.
Accelerator, Incubator & Program Operations
- Coordinate day-to-day administrative and operational support for the Texas Tech Accelerator Program.
- Manage program schedules, participant communications, meeting coordination, and logistical planning throughout the program cycle.
- Serve as an administrative point of contact for Accelerator participants, mentors, speakers, judges, sponsors, and external partners.
- Coordinate planning and execution logistics for special initiatives, including the Engineering Research Center Piranha PIT Competition and similar entrepreneurship programs as assigned by Managing Director.
- Maintain participant records, attendance tracking, program documentation, and administrative files.
- Assist with collection and organization of program metrics, participant surveys, and reporting information.
Mentor & Stakeholder Engagement Support
- Coordinate onboarding logistics, scheduling, communications, and engagement activities for mentors participating in Innovation Hub programs.
- Assist with mentor-startup matching processes by coordinating meetings, communications, and administrative support.
- Schedule mentor meetings, startup review sessions, and stakeholder engagement activities.
- Track and report mentor volunteer hours and engagement metrics for annual reports and organizational performance measures.
- Coordinate welcome packets, thank-you communications, recognition efforts, and stakeholder engagement materials.
- Maintain mentor, partner, and stakeholder databases and records.
Program Compliance & Operational Coordination
- Support compliance tracking for Accelerator agreements, participant requirements, milestone reporting, and payment schedules.
- Coordinate administrative processes associated with startup participation, agreements, and program requirements.
- Assist with monitoring program documentation and ensuring organizational records are maintained accurately and consistently.
- Support implementation of operational procedures, administrative policies, and process improvements that enhance organizational effectiveness.
- Identify opportunities to improve efficiency, streamline administrative workflows, and strengthen program operations.
Required Qualifications
Bachelor's degree in area of expertise or closely related area required. Five (5) years of experience in planning, developing, or implementing programs or research grants. Additional education may substitute for required experience on a year-for-year basis.
Preferred Qualifications
- Experience in calendar management across multiple time zones and complex scheduling.
- Experience coordinating executive travel, meetings, and events.
- Experience preparing reports and executive correspondence.
