Specialist III

45158BR

Position Description:

Performs responsible, specialized duties within a unit of a department. Responsibilities include activities which require knowledge of departmental procedures. Employee performance is based upon a review of completed work and overall results obtained. May supervise clerical employees.

About the University:

Founded in 1923, Texas Tech University began with a mission to serve the needs of West Texas, but its impact has always reached far beyond. Today, Texas Tech, located in Lubbock (pop. 300,000+), is home to a vibrant community of more than 42,000 students.Texas Tech's 1,800-acre campus showcases Spanish Renaissance architecture and is home to one of the country's largest public art collections. Its 13 colleges include a prestigious School of Law and a distinguished School of Veterinary Medicine. These programs equip students with the skills and knowledge needed to excel in their respective fields. Built on the values of West Texas - hard work, grit and authenticity - the university graduates students who are deeply engaged in service to their communities and well-positioned to succeed in the world. Texas Tech is committed to achieving research and scholarly accomplishments that compare favorably to the member institutions of the Association of American Universities (AAU). For more than 100 years, Texas Tech has been a premier destination for those seeking a world-class education and a unique, personalized experience as a member of the Red Raider family.

Major/Essential Functions:

PHONES:

• Professionally manage a multi-line phone system by efficiently answering incoming calls, providing accurate information, and directing customers to the appropriate office or personnel for assistance.
• Deliver excellent customer service by responding to inquiries promptly and ensuring calls are routed accurately and effectively.
• Maintain clear and professional communication while assisting customers and coordinating with departments to ensure efficient calling and issue resolution.
• Manage and respond to voicemail messages promptly daily, ensuring accurate communication and timely follow-up with customers and departments.
• Responsible for managing holiday voicemail systems, including activating and deactivating holiday voicemail greetings to ensure accurate communication during office closures and reopening periods.

MAIL:

• Process and distribute incoming mail by opening, date-stamping, and routing correspondence to the appropriate individual or department in a timely and accurate manner.
• Manage mail distribution operations to ensure efficient handling and delivery of documents and correspondence throughout the organization.
• Receive and process delivered checks by opening, date-stamping, and ensuring prompt delivery to the appropriate department for processing.
• Prepare and send certified mail as needed, ensuring proper documentation, tracking, and delivery confirmation.

CUSTOMER SERVICE:

• Provide front counter support by assisting walk-in customers with inquiries and delivering accurate, timely, and professional customer service as needed
• Respond to customer and student inquiries efficiently, ensuring needs are addressed with professionalism, accuracy, and attention to detail.
• Manage and respond to emails submitted to the Registrar inbox via Salesforce, providing clear communication and assistance with requests, questions, and related services.

SYSTEMS AND EQUIPMENT:

• Systems and Equipment: Accurately uses all registrar systems, including Banner, MS Teams, Dashboard, Salesforce, and all other university systems.
• Accurately use all registrar systems, including Banner, MS Teams, Dashboard, and all other university systems to complete assigned duties

TRANSCRIPT PROCESSING:

• Process faculty and institutional transcript requests using Banner and Dashboard systems, ensuring accurate, confidential, and timely handling of academic records.
• Manage daily transcript batch processing by printing, sorting, and preparing transcript orders for mailing or customer pickup.
• Notify students of transcripts held for pickup.
• Maintain accuracy and efficiency in transcript fulfillment while adhering to university policies and record management procedures.
• Testing to assure transcript printing is accurate before printing batches every Monday after updates have been made

Required Qualifications:

High school plus 3 years experience. Additional education may substitute for experience on a year for year basis.

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

Job Type:

Full Time

Pay Basis:

Hourly

Job Family:

Academic & Student Services

Job Sub Family:

Registrar

Hourly Pay Range:

$14.04 - $18.27 - $22.45

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:

None

Shift:

Day

Schedule Details:

M-F, 7:30am-4:30pm

Grant Funded?:

No

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.