Office Support Specialist - ITDI Rural Initiatives

Office Support Specialist - ITDI Rural Initiatives

Provides general office support for Remote and Regional Campus ITDI staff. Responsibilities include answering incoming calls, directing calls to appropriate associates, welcoming visitors, mail distribution, flow of correspondence, requisition of supplies, processing 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.

• Submit and track purchase requests, ensure all required documentation is complete, and follow division standard workflows.
• Assist with pre-travel forms and approvals, including advance requests, to ensure policy compliance, and support accurate and timely post-travel reimbursements.
• Use standardized checklists, templates, and required processes across the Division and attend TTUHSC procurement and travel related training and participate in Rural Affairs administration huddles hosted by Finance & Administration for updates and collaboration.
• Serve as the unit’s point of contact for purchasing and travel processes, coordinating with Finance when issues or exceptions arise.
• Coordinate, prioritize, and schedule routine and emergency meetings and appointments.
• Prepare travel documents, amend travel requirements while traveler is traveling, and complete travel expenses upon return. Coordinate travel arrangements for directors and supervisors.
• Ensure directors and other staff have necessary information for meetings, conferences, and other activities.
• Prepare agendas, gather documents and information, and prepare minutes for meetings, as requested.
• Complete special assignments. Assist with planning and implementation, as required.
• Maintain accurate and timely filing system including shredding items and digitally scanning.
• Place and coordinate work orders, housekeeping calls, repairs, and cleaning as needed for work spaces, office equipment, and technology services.
• Additional duties as assigned to support institute programs, staff and operations.

• Six years progressively responsible clerical experience.
• Additional education and/or related experience to equal six years may substitute on a year for year basis.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Access).
• Suitable experience with office equipment commensurate with level of this position.

• High school graduation or equivalent plus five (5) years progressively responsible experience in a related area. Additional job‑related education may substitute for required experience on a year for year basis.

Location:

Lubbock.

Schedule:

Monday - Friday, 8 am - 5 pm.

Shift: Day. Pay Grade Minimum: 15. Pay Grade Maximum: 33.75. Pay Basis:
Hourly.

Travel Required:

Up to 25%.

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.