Business Assistant - SON Admissions Front Desk - Lubbock

Texas Tech University•Lubbock, TX

1d•Onsite

About The Position

Performs responsible and complex duties associated with a specialized function of a section of clerical employees. A thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgments are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within University policies and procedures. Job performance is based upon overall operation effectiveness.

Requirements

Proficiency in written and mathematical processes as may be reflected by the completion of high school or the equivalent; Additional education and/or related experience to equal two years may substitute on a year for year basis.
Two years progressively responsible clerical experience.

Responsibilities

Serve as the primary greeter for the Admissions Office. Check in prospective students and guests for scheduled appointments.
Answer incoming phone calls and respond to general inquiries related to admissions. Route calls to appropriate staff members or departments and take detailed messages when necessary. Monitor main line voicemail box.
Assist with in-person campus tours providing informative overviews of campus facilities, academic programs, and student resources. Tailor tour content to align with the needs and interests of prospective students. Coordinate with advising and recruitment teams to ensure tours are scheduled and executed smoothly. Assist with recruitment events as needed.
Provide entry-level advising to prospective students by answering frequently asked questions related to: Application process and deadlines. Minimum admission requirements. Available academic programs and pathways. Key campus resources. Refer students to admissions coaches or coordinators when more detailed guidance is needed.
Provide assistance in accurate and up-to-date records of promotional materials, office supplies, and event-related inventory. Track stock levels and initiate reorders for high-usage items. Create and update visual inventory guides and digital inventory sheets to give department heads real-time visibility. Receive incoming shipments.
Assemble, package, and distribute promotional materials and resources to support upcoming events, recruitment trips, and advising sessions. Prepare and deliver gift bags and materials requested by team members. Manage the “Woo-Hoo” package process.
Process purchases made using department P-Cards(Purchasing Card) via Chrome River. Collect and organize receipts and approval forms for all transactions. Ensure proper authorization is obtained prior to large or non-routine purchases. Maintain detailed records of expenditures in compliance with financial policies and audit standards. Order supplies and promotional items using the FOP(Funding Source) account, while adhering to internal procurement procedures.
Support meeting planning efforts. Coordinate logistics including room bookings, lunch or catering orders, delivery arrangements, and supply setup. Help assemble meeting packets, promotional handouts, etc. Provide day-of-event support.
Receive and sort daily incoming mail. Handle all outgoing mail. Maintain logs of important mail items.
Ensure the office supply closet and storage areas remain maintained. Implement labeling systems or storage solutions to improve access and minimize loss. Regularly inspect storage areas. Manage work orders and maintenance requests for University Center Suite.
Coordinate and execute outbound call campaigns to prospective students and applicants, providing status updates, document reminders, and answers to general inquiries. Log all outreach in relevant systems. Place reminder calls to prospects and applicants with advising appointments scheduled for the following business day.
Assist with maintaining accurate files and records related to student inquiries, event attendance, promotional inventory, purchases, and call logs. Uphold confidentiality and FERPA guidelines when handling student or applicant information.
Take on additional responsibilities and special projects as assigned by department leads. Demonstrate flexibility in responding to the evolving needs of the office.