Position Description

Provides general office support for Remote and Regional Campus ITDI staff. Responsibilities include but are not limited to answering incoming calls, directing calls to appropriate associates, welcoming visitors, mail distribution, flow of correspondence, requisition of supplies, processing of staff travel, event planning and additional clerical duties. Work is performed under close supervision within established policies and procedures with job performance based upon tasks completed.

Major/Essential Functions

• Purchasing Support: Submit and track purchase requests, ensure all required documentation is complete, and follow division standard workflows.
• Travel Support: Assist with pre travel forms and approvals, including advance requests, to ensure policy compliance, and support accurate and timely post travel reimbursements.
• Consistency & Controls: Use standardized checklists, templates, and required processes across the Division as well as attend TTUHSC procurement and travel related training and participate in Rural Affairs administration huddles hosted by Finance & Administration for updates and collaboration.
• Coordination with Finance: Serve as the unit’s point of contact for purchasing and travel processes, coordinating with Finance when issues or exceptions arise.
• Coordinates, prioritizes, and schedules routine and emergency meetings and appointments.
• Prepares travel documents, amends travel requirements while traveler is traveling, and completes travel expenses upon return. Coordinates travel arrangements for directors and supervisors.
• Ensures Directors and other staff have necessary information for meetings, conferences, and other activities.
• Prepares agendas, gathers documents and information, and prepares minutes for meetings, as requested.
• Completes special assignments. Assists with planning and implementation, as required.
• Maintains accurate and timely filing system including shredding items and digitally scanning.
• Places and coordinates work orders, housekeeping calls, repairs, and cleaning as needed for work spaces, office equipment, and technology services.
• Additional duties as assign to support institute programs, staff and operations.