Business Coordinator

Major/Essential Functions

• Texas Tech Equestrian Center Support
• Be a team player in the TTU Equine Program.
• Set and enforce high standards of ethics and values, performance, and exemplary behavior
• Responsible for helping develop and implement program protocols and procedures, and maintain program and TTEC-related records and reports.
• Plan and schedule Equine Program events, projects, and activities, and related marketing and communications.
• Assist with supervising and scheduling Equine Program Student Workers and verifying time submitted is actually time worked. 
• Establish and maintain strong relationships with the Equine Program alumni, friends, patrons, and supporters, and work with the Equine Advisory Board. 
• Coordinate fundraising activities and events for the Equine Program and promote program success.  
• Meet with Executive Director, Faculty, and staff as needed. 
• Assist with travel-related financial documentation for all TTEC staff and faculty. 
• Assist with maintaining horse herd records and related contracts (Usage). 
• Assist with maintaining contract records and billing and financial processes for Boarder, Event, and livestock contracts using appropriate support programs (Ex. QuickBooks, TouchNet). 
• Assist with securing bids/quotes for TTEC programs. 
• Assist with student completion of the Application and new employee paperwork.
• When an injury happens, work with employee and risk management to get all forms filled out and filed in a timely manner. 
• Maintain inventory of all TTEC vehicles and related equipment, including billing, mileage, maintenance, inspections, insurance, driver records, and mileage logs. 
• Reconcile mileage logs and Voyager card transactions monthly, ensuring accurate billing to the appropriate users and compliance with university policies. 
• Request and track additions to the approved driver list, ensuring all drivers meet eligibility requirements and are properly documented. 
• Coordinate routine maintenance, inspections, and repairs for departmental vehicles, working with university fleet services to ensure vehicle safety and reliability. 
• Monitor vehicle usage and availability, maintaining reservation records and identifying opportunities for improved scheduling or utilization. 
• Serve as the point of contact for fleet-related inquiries, providing guidance on policies, troubleshooting issues, and communicating updates to faculty, staff, and students. 
• Assist with annual fleet reporting and audits, ensuring all documentation is complete and up to date. 
• Support coaches and staff submitting program/team scholarships, ensuring accuracy and adherence to deadlines. 
• Coordinate the thank-you letter process with Coaches and staff for student scholarship awardees, including sending instructions, tracking progress, confirming Writing Center review, and submitting final letters to the appropriate Office. 
• Exhibit accountability and professionalism through timely execution of duties, prompt, and clear communication with faculty, staff, students, and supervisors, and consistent updates to the Executive Director.
• Support faculty, staff, and students with a service-oriented approach, ensuring assistance is provided professionally, respectfully, and within the scope of assigned responsibilities. 
• Provide proactive and reliable support to the TTEC Executive Director & Business Manager and staff on assigned projects.
• Maintain confidentiality and discretion in handling sensitive information.

• Previous experience in managing and operating a program and/or coordinating events.
• Experience supervising personnel
• Equine experience.
• Demonstrated proficiency in financial software systems (e.g., Quickbooks).
• Excellent written and verbal communication skills.

Bachelor's degree plus two (2) years related experience; OR a combination of education and/or progressively responsible related experience to equal six (6) years. 

• Advanced proficiency in Microsoft Excel and spreadsheet management, including formulas, pivot tables, and data analysis.
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines independently.
• Excellent written and verbal communication skills, including professional correspondence and documentation.
• Ability to interpret and apply financial policies and procedures accurately and consistently.
• Collaborative mindset with the ability to work effectively across departments and report directly to the Executive Director.