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Senior Office Assistant
Lubbock
36320BR
Media and Communication
Position Description
Performs clerical duties of a specialized or technical nature, which may be performed in a variety of settings. Responsibilities may include basic bookkeeping, typing, word processing, filing, sorting, posting, verifying, recording, and data coding and processing of moderate complexity. A general understanding of organizational policies and procedures and some expertise in the area of assigned work is required. Duties are performed under direction within established policies and procedures with job performance based upon completion of assigned tasks.
Major/Essential Functions
• Responsible for greeting visitors at the Dean's Suite, informing staff when visitors arrive, and directing visitors to the correct meeting locations.
• Responsible for answering incoming phone calls to the Dean's Suite and directing them to the correct person and/or department for assistance.
• Responsible for opening and closing procedures of the Dean's Suite Monday through Friday, at 8am and 5pm.
• Responsible for checking the mail each morning and providing it to the Dean's Executive Associate.
• Responsible for updating the building report spreadsheet with work orders information and details.
• Responsible for monitoring parking cameras for CoMC Dean's Suite parking spaces and notifying Dean's Executive Associate if any vehicles are parked illegally and require towing.
• Responsible for monitoring conference room calendars for Dean's Suite and ensuring that conference rooms are ready for meetings and visitors are directed to the correct conference room for meetings.
• Responsible for directing student assistants with their daily job duties/tasks as needed.
• Assist the Dean's Office staff with any clerical tasks as needed. For example, making coffee to prepare for meetings, cleaning conference room tables, restocking inventory in conference room for beverages and snacks, making copies, restocking copier paper in the copy machine, empty large shred bin container, etc.
Required Qualifications
Proficiency in written and mathematical processes as may be reflected by the completion of high school or the equivalent. One year clerical experience. Additional education and/or related experience to equal one year may substitute on a year for year basis.
Preferred Qualifications
• Excellent organization and time management skills.
• Excellent communication skills (both written and oral).
• Ability to work in a fast-paced, rapidly changing environment.
• Ability to work independently and at the same time follow precise instructions.
• Ability to multi-task and meet strict deadlines.
• Excellent work ethic and positive attitude.
• Excellent computer skills.
• Knowledgeable in MS Office, Word, Excel, and Outlook.
• Ability to work with a diverse group of faculty, staff, and students.
To apply, visit https://apptrkr.com/4948937
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.
Copyright ©2022 Jobelephant.com Inc. All rights reserved.
https://www.jobelephant.com/
- Full Time
- Immediately
- Lubbock, TX 79409
- 3/19/24
Administrative Assistant to Department Chair of PCOM
Lubbock
35985BR
Media and Communication
Position Description
Performs routine administrative support or technical program assistance work. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.
Major/Essential Functions
• Responsible to assist the chair of the department to: 1) conduct research of student statistical information and historical data for the department; 2) catalog various data pertaining to syllabi, departmental information, 3) other duties assigned with regard to various reporting needed at the department level
• Assist the chair of the department with creating and scheduling undergraduate courses in public relations. Including, but not limited to working closely with ASFR to delegate general purpose classrooms and computer lab assignments and assisting departmental faculty with the ordering of assigned textbooks for courses each semester for public relations and acting as a liaison between faculty and the campus bookstore to ensure that all textbooks are ordered in time to be received prior to the begin of each semester
• Responsible to serve as the primary administrative support to the chair of the department scheduling meetings, taking minutes, preparing meeting materials, handling emails, and other miscellaneous tasks as assigned for the smooth operation of the department
• Responsible for coordinating and handling all logistics for departmental events, prospective faculty visits, guest speaker visits, and various other departmental functions to include but not limited to handling travel, finalizing itineraries, scheduling rooms, sending email invitations, ordering food, handling all details to ensure the success of each event/visit and ensuring that all TTU policies are followed for said events
• Responsible for all HR and Procurement paperwork processes for the department to include, but not limited to Manual Check Requests, Manual Leave Adjustment Forms, Lump-Sum payments, additional compensation, new faculty moving expense reimbursement, P-Card reconciliation, Purchase Orders, Cost Transfers, Budget Revisions, EOPS, Labor Distribution/Redistribution, department faculty Travel Application/Vouchers, prospective faculty travel, cash handling processes, etc. Responsible to ensure that all deadlines are met for these processes and all TTU policies and procedures are followed
• Responsible for all faculty hiring (full-time and part-time) in the department, to include but not limited to, serving as the Hiring Manager in the Kenexa site and responsible for all Kenexa processes, placing external job ads, assisting chair with Start-Up package, faculty credentialing, I9, e-Verify, and TTU new hire paperwork (e.g., Request for Official Offer Letter, preparation and submission of all departmental faculty ePAFs needed, submission of ePAFs for faculty summer appointments, and any other needed processes for hiring and or ensuring that all departmental faculty are appointed correctly and paid on time each semester
• Moderate level of supervision received – Access to supervisor and/or lead coworker, when needed
Required Qualifications
Completion of high school or the equivalent. Five years office experience. Additional education may substitute for experience on a year for year basis.
Preferred Qualifications
• Relevant training for course scheduling, room assignments, and reporting (Ad Astra, Cognos, Banner, etc.)
• Knowledgeable and skilled at TTU platforms for the submission of Travel, ePAFs, Procurement processes, HR processes (Kenexa, EOPS, etc.), and other training as required for position
• Excellent organization and time management skills
• Excellent communication skills (both written and oral)
• Ability to work in a fast-paced, rapidly changing environment
• Ability to work independently and at the same time follow precise instructions
• Ability to multi-task and meet strict deadlines
• Excellent work ethic and positive attitude
• Excellent computer skills
• Knowledgeable in MS Office, Word, Excel, Outlook, and Publisher
• Ability to work with a diverse group of faculty, staff, and students
• 3 to 5 years of experience working in an administrative support position
To apply, visit https://apptrkr.com/4872219
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.
Copyright ©2022 Jobelephant.com Inc. All rights reserved.
https://www.jobelephant.com/
jeid-16f4f979fbb996448b3f12c1ed7ef63c
- Full Time
- Immediately
- Lubbock, TX 79409
- 3/19/24
Acquisition Analyst
Lubbock
35135BR
Procurement Services
Position Description
Analyzes and coordinates office services such as personnel, budget preparation and control, fiscal affairs, equipment utilization, records control, and special management studies.
Major/Essential Functions
Reviews, negotiates, approves, and procures goods and services using the appropriate solicitation method. Evaluates purchases to determine best value through competitive solicitation/quotes, cooperative contracts, or other contract resources. Departmental expectations are that the Acquisition Analyst has a high level of understanding of the industry of their category/commodity assignments, be knowledgeable of the availability of various purchasing contract options and is the subject matter expert regarding TTU Operating Policies and Procedures that govern their associated category/commodity assignments. (Core Skill Set)
Monitors purchasing functions to ensure compliance with State of Texas regulations and Statutes, TTU System Regents' Rules, TTU System Regulations, TTU Operating Policies and Procedures, and legal aspects of public procurement. Departmental expectation is that an Acquisition Analyst will maintain a current knowledge base of best practices, current developments, and changes to ensure compliance with statutory requirements and System and University policies, federal procurement requirements, including compliance with HUB participation goals, and reporting requirements. Review and correct requisitions for completeness and clarity.
Performs cost and market analysis to onboard suppliers and contracts to identify best value, value analysis, and total cost of ownership. Departmental expectations are that an Acquisition Analyst will research market sources and suppliers to locate and ensure the most cost effective and competitive pricing for the procurement of goods and services (Core Skill Set).
Prepares or assists with the preparation of specifications for informal and formal solicitations, including all related research and value analysis. Performs research associated with market trends of commodities and services in order to develop specifications in accordance with procurement regulations and guidelines that will be consistent with contract expectations, mitigate risk for the University, and provide overall best value. (Core Skill Set)
Acquire and maintain required state certifications - State of Texas: CTCD and CTCM within the Comptroller's specified time frames. Strives to obtain and maintain nationally recognized procurement/contract certifications. Maintain all necessary CEU's as required for certifications and attend other training and/or courses as directed by the Manager.
Maintain individual workload statistics. Weekly approval completion expectation is 87 approvals per week with a ±20% variance depending on the time of year. Departmental expectation is that all requisitions submitted for approval are reviewed and action has started within twenty-four (24) hours from receipt in TechBuy. Seventy-five percent (75%) of transactions should be completed in forty-eight (48) hours. Any requisition that is on a punchout and received by 4:00 pm central must be completed the same day that it is received by the Strategic Sourcing team. For orders that are not approved for more than forty-eight (48) hours, there must be a comment in the Comments section of the requisition with an explanation regarding why the requisition is on hold (quote expired, artwork not attached, etc.). (Core Skill Set)
Professionally and empathetically address incoming requests from customers and internal staff within a maximum of two business days. Maintain a balance between TTU Operating Policies and Procedures and customer benefit in decision making. Continuously evaluate and identify opportunities to drive process improvements that positively impact the customer’s experience. Provides service to help determine the most suitable solution to meet customer needs in accordance with the objectives of TTU. Other related duties as required.
Required Qualifications
Bachelor's degree in job related field plus one year of related experience; OR a combination of related education and/or experience to equal five (5) years.
Preferred Qualifications
Accounting and Finance experience, Banner, JAGGAER (TechBuy), Microsoft Office Suite. Knowledge of State and/or University purchasing procedures, laws, and administrative codes. Bachelor's degree in accounting or finance. Maintains certifications-CPPB, CTP, CTPM, CTCD, CTCM, etc.
To apply, visit https://apptrkr.com/4844632
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.
Copyright ©2022 Jobelephant.com Inc. All rights reserved.
https://www.jobelephant.com/
- Full Time
- Immediately
- Lubbock, TX 79409
- 3/5/24
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