Texas Tech University
Lubbock
Program Manager - Event Specialist
42447BR
US PREP National Center
Position Description
Designs, implements and manages an assigned program. Typical duties can include but are not limited to: Identify funding opportunities, conduct program assessments, prepare program reports, oversee and manage program marketing and communications, manage program databases, supervise program staff, plan research activities, coordinate program events, participate in strategic planning, manage program files, establish program standards and objectives, direct logistical activities to promote the success of programs, develop and implement project timelines and ensures deadlines are met, oversee program budget, ensure goals and objectives of grants are met, assists in proposal writing, comply and analyze program statistics.
About the University
Established in 1923, Texas Tech University is a Carnegie R1 (very high research activity) Doctoral/Research-Extensive, Hispanic Serving, and state-assisted institution. Located on a beautiful 1,850-acre campus in Lubbock, a city in West Texas with a growing metropolitan-area population of over 300,000, the university enrolls over 40,000 students with 33,000 undergraduate and 7,000 graduate students. As the primary research institution in the western two-thirds of the state, Texas Tech University is home to 10 colleges, the Schools of Law and Veterinary Medicine, and the Graduate School. The flagship of the Texas Tech University System, Texas Tech is dedicated to student success by preparing learners to be ethical leaders for a diverse and globally competitive workforce. It is committed to enhancing the cultural and economic development of the state, nation, and world. About Lubbock:Referred to as the "Hub City" because it serves as the educational, cultural, economic, and health care hub of the South Plains region, Lubbock boasts a diverse population and a strong connection to community, history, and land. With a mild climate, highly rated public schools, and a low cost of living, Lubbock is a family-friendly community that is ranked as one of the best places to live in Texas. Lubbock is home to a celebrated and ever-evolving music scene, a vibrant arts community, and is within driving distance of Dallas, Austin, Santa Fe, and other major metropolitan cities. Lubbock's Convention & Visitors Bureau provides a comprehensive overview of the Lubbock community and its resources, programs, events, and histories.
Major/Essential Functions
Event & Social Media Coordinator Event Planning:
Plan and coordinate both small-scale and large-scale events for US PREP, ensuring all logistical details are managed effectively. Travel & attend events a minimum of 4 times per year Vendor Coordination: Work closely with Marriott representatives and other vendors to secure venues, accommodations, and necessary services for events. Procurement and Processing:
Process food and material forms required for events, ensuring all procurement is handled in accordance with TTU policies and procedures. Budget Management: Assist in managing event budgets, tracking expenditures, and ensuring cost-effective solutions for event needs. Administrative Support:
Provide administrative support during events, including organizing materials, coordinating schedules, and addressing any issues that arise. Support with team communication:
Develop templates for monthly team newsletters Work with executive team to write newsletters Manage US PREP communications and social media platforms: Leverage a range of communication mediums and social media platforms, including organizing social media posts
Leads Procurement and Travel Reimbursement Procurement and Reimbursements:
Process procurement requisitions and travel reimbursements for the US PREP team, providers, and district partners. Submit purchase orders, invoices for non-employee consultants, and TTU employee travel reports ensuring compliance with TTU policies. Financial Tracking:
Assist in the monthly tracking of p-card transactions using Emburse Enterprise and SmartSheet. Prepare monthly reports for submission to the Procurement office. Budget Tracking:
Track budgeted travel reimbursements as they are processed via the TTU travel system or procurement services using SmartSheet. Organizational Support:
Utilize the US PREP travel inbox to organize incoming travel documents into appropriate folders and archive them once processed. Report Preparation:
Assist in preparing reports for funding agencies, the COE Research Office, and other requested or required reports as needed.
Executive Assistant to the US PREP Executive Director Provide high-level administrative support to the Executive Director, including scheduling meetings, managing calendars, and coordinating travel arrangements.
Prepare agendas, take meeting notes, and track action items to ensure follow-up and completion. Draft, edit, and format correspondence, presentations, and reports on behalf of the Executive Director. Manage sensitive and confidential information with discretion and professionalism. Support preparation of materials and logistics for meetings with external partners. Anticipate the needs of the Executive Director and proactively provide solutions to streamline workflows.
Assist in the preparation of briefing documents and talking points for key meetings and presentations. Track deadlines, priorities, and deliverables to support the Executive Director's leadership of US PREP initiatives.
Knowledge, Skills, and Abilities
PERSONAL CHARACTERISTICS
Possess strong project management skills Ability to communicate well with all levels of professional individuals verbally and in writing. Ability to be flexible and pivot as changes are needed. Have strong initiative and be able to work in a fast paced office with many on-going
Required Qualifications
Bachelor's degree and four years of experience developing or managing programs or projects. Additional job related experience may be substituted for the required education on a year-for-year basis.
Preferred Qualifications
Bachelor's degree and experience in project management and event planning Preferred experience with writing and editing news releases Preferred experience in processing travel, purchase orders, and p-card reconciliation in a higher education setting.
Safety Information
Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.
Does this position work in a research laboratory?
No
Required Attachments
Cover Letter, Professional/Personal References, Resume / CV
Optional Attachments
Portfolio, Professional License/Certification, Recommendation/Referral
Job Type
Full Time
Pay Basis
Monthly
Job Family
Academic Affairs
Job Sub Family
Academic Affairs
Annualized Pay Range
$48,000 - $63,700 - $78,400
Hourly Pay Range
$23.08 - $30.62 - $37.69
Pay Statement
Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan.
Travel Required
Up to 25%
Shift
Day
Grant Funded?
Yes
EEO Statement
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.
Program Manager - Event Specialist
42447BR
US PREP National Center
Position Description
Designs, implements and manages an assigned program. Typical duties can include but are not limited to: Identify funding opportunities, conduct program assessments, prepare program reports, oversee and manage program marketing and communications, manage program databases, supervise program staff, plan research activities, coordinate program events, participate in strategic planning, manage program files, establish program standards and objectives, direct logistical activities to promote the success of programs, develop and implement project timelines and ensures deadlines are met, oversee program budget, ensure goals and objectives of grants are met, assists in proposal writing, comply and analyze program statistics.
About the University
Established in 1923, Texas Tech University is a Carnegie R1 (very high research activity) Doctoral/Research-Extensive, Hispanic Serving, and state-assisted institution. Located on a beautiful 1,850-acre campus in Lubbock, a city in West Texas with a growing metropolitan-area population of over 300,000, the university enrolls over 40,000 students with 33,000 undergraduate and 7,000 graduate students. As the primary research institution in the western two-thirds of the state, Texas Tech University is home to 10 colleges, the Schools of Law and Veterinary Medicine, and the Graduate School. The flagship of the Texas Tech University System, Texas Tech is dedicated to student success by preparing learners to be ethical leaders for a diverse and globally competitive workforce. It is committed to enhancing the cultural and economic development of the state, nation, and world. About Lubbock:Referred to as the "Hub City" because it serves as the educational, cultural, economic, and health care hub of the South Plains region, Lubbock boasts a diverse population and a strong connection to community, history, and land. With a mild climate, highly rated public schools, and a low cost of living, Lubbock is a family-friendly community that is ranked as one of the best places to live in Texas. Lubbock is home to a celebrated and ever-evolving music scene, a vibrant arts community, and is within driving distance of Dallas, Austin, Santa Fe, and other major metropolitan cities. Lubbock's Convention & Visitors Bureau provides a comprehensive overview of the Lubbock community and its resources, programs, events, and histories.
Major/Essential Functions
Event & Social Media Coordinator Event Planning:
Plan and coordinate both small-scale and large-scale events for US PREP, ensuring all logistical details are managed effectively. Travel & attend events a minimum of 4 times per year Vendor Coordination: Work closely with Marriott representatives and other vendors to secure venues, accommodations, and necessary services for events. Procurement and Processing:
Process food and material forms required for events, ensuring all procurement is handled in accordance with TTU policies and procedures. Budget Management: Assist in managing event budgets, tracking expenditures, and ensuring cost-effective solutions for event needs. Administrative Support:
Provide administrative support during events, including organizing materials, coordinating schedules, and addressing any issues that arise. Support with team communication:
Develop templates for monthly team newsletters Work with executive team to write newsletters Manage US PREP communications and social media platforms: Leverage a range of communication mediums and social media platforms, including organizing social media posts
Leads Procurement and Travel Reimbursement Procurement and Reimbursements:
Process procurement requisitions and travel reimbursements for the US PREP team, providers, and district partners. Submit purchase orders, invoices for non-employee consultants, and TTU employee travel reports ensuring compliance with TTU policies. Financial Tracking:
Assist in the monthly tracking of p-card transactions using Emburse Enterprise and SmartSheet. Prepare monthly reports for submission to the Procurement office. Budget Tracking:
Track budgeted travel reimbursements as they are processed via the TTU travel system or procurement services using SmartSheet. Organizational Support:
Utilize the US PREP travel inbox to organize incoming travel documents into appropriate folders and archive them once processed. Report Preparation:
Assist in preparing reports for funding agencies, the COE Research Office, and other requested or required reports as needed.
Executive Assistant to the US PREP Executive Director Provide high-level administrative support to the Executive Director, including scheduling meetings, managing calendars, and coordinating travel arrangements.
Prepare agendas, take meeting notes, and track action items to ensure follow-up and completion. Draft, edit, and format correspondence, presentations, and reports on behalf of the Executive Director. Manage sensitive and confidential information with discretion and professionalism. Support preparation of materials and logistics for meetings with external partners. Anticipate the needs of the Executive Director and proactively provide solutions to streamline workflows.
Assist in the preparation of briefing documents and talking points for key meetings and presentations. Track deadlines, priorities, and deliverables to support the Executive Director's leadership of US PREP initiatives.
Knowledge, Skills, and Abilities
PERSONAL CHARACTERISTICS
Possess strong project management skills Ability to communicate well with all levels of professional individuals verbally and in writing. Ability to be flexible and pivot as changes are needed. Have strong initiative and be able to work in a fast paced office with many on-going
Required Qualifications
Bachelor's degree and four years of experience developing or managing programs or projects. Additional job related experience may be substituted for the required education on a year-for-year basis.
Preferred Qualifications
Bachelor's degree and experience in project management and event planning Preferred experience with writing and editing news releases Preferred experience in processing travel, purchase orders, and p-card reconciliation in a higher education setting.
Safety Information
Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.
Does this position work in a research laboratory?
No
Required Attachments
Cover Letter, Professional/Personal References, Resume / CV
Optional Attachments
Portfolio, Professional License/Certification, Recommendation/Referral
Job Type
Full Time
Pay Basis
Monthly
Job Family
Academic Affairs
Job Sub Family
Academic Affairs
Annualized Pay Range
$48,000 - $63,700 - $78,400
Hourly Pay Range
$23.08 - $30.62 - $37.69
Pay Statement
Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan.
Travel Required
Up to 25%
Shift
Day
Grant Funded?
Yes
EEO Statement
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.