Senior Admin Assistant

45190BR

Extended Job Title:

Senior Admin Assistant

Org Level 1:

Texas Tech Unv Hlth Sci Ctr El Paso

Position Description:

Serves as the principal clerical and administrative support position to an administrative officer. This title is restricted for

use in the office of a Dean, Associate Vice Chancellor/Associate Vice President, Vice Provost, or an administrative officer reporting directly to the Chancellor/President. Performs responsible and complex administrative support or technical program assistance work. Work is performed under general supervision from the administrator. Direct supervision of subordinate personnel may be included in the job responsibilities.

Requisition ID:

45190BR

Travel Required:

Up to 25%

Major/Essential Functions:

• Serves as receptionist and provides exceptional customer service to all internal and external customers in person, by phone, mail,and email. Receives complaints, monitors and reports as needed.

• Handles and maintains confidential information.

• Answer phone, take messages, make appointments and provide information to visitors and callers.

• Manages calendar of administrative officer. Schedules and coordinates room reservations, catering services and equipment reservations for meetings and events.

• Takes detailed minutes as needed.

• Provide agenda, sign in sheets, minutes and disseminate follow up as needed.

• Oversees, maintains, and periodically updates all regular and confidential files related to work area, including and/via an electronic digital filing system.

• Serves as the Procurement Agent of new equipment, property, supplies and services to the department.

• Receives, verifies, and checks accuracy of departmental purchase orders.

• Reconciles procurement card to ensure compliance.

• Uses enterprise systems or MS Office Suite to perform data entry and retrieval to established data files, verifying accuracy and completeness of data.

• Posting information to records or ledgers.

• Compiles, assembles and manages data for reports, documents and presentation.

• Make travel arrangements for faculty and staff.

• Serves as Inventory Agent for annual inventory certification. Serves as Surplus Agent for disposition of obsolete furniture and equipment.

• Manages and monitors the departmental budget accounts.

• Posts information to records or ledgers.

• Assists with other duties as assigned.

• Remain current with all licensure, certifications and mandatory compliances and trainings required of this position.

• Adhere to all TTUHSCEP policies, procedures and processes.

• Personally demonstrate, display, and act in accordance with TTUHSCEP’s values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Actively promote and encourage staff across the institution.

• Perform all other duties as assigned

Grant Funded?:

No

Minimum Hire Rate:

Compensation is commensurate upon the qualifications of the individual selected

Pay Basis:

Hourly

Work Location:

El Paso

Preferred Qualifications:

• Ability to work independently in a professional manner in an effort to relive an administrative official of these duties.

• Provide an interpretation of policy and procedures concerning TTUHSC El Paso.

• Utilize and operate all essential office equipment and posses knowledge in computer software pertinent to the needs of the department.

• Communicates effectively and professionally, works as a team player, and maintains a professional, pleasant working environment.

• Adheres to all TTUHSC El Paso, Regents, Local, State and Federal guidelines, policies and procedures.

Campus:

HSC - El Paso

Department:

Assc Dean Clinical Affairs Elp

Required Attachments:

Cover Letter, Resume / CV, Transcript

Job Type:

Full Time

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. For additional information, please reference the institutional pay plan website at .

Job Group:

Executive and Admin Assistants

Shift:

Day

EEO Statement:

All qualified applicants will be considered for employment without regard to sex, race, color, national origin, religion, age, disability, protected veteran status, or genetic information.

Required Qualifications:

• Bachelor's degree in clerical/administrative area.

• Two years progressively responsible administrative or related experience, including one-year supervisory experience.

• Additional job related experience may substitute for required education on a year-for-year basis.

Does this position work in a research laboratory?:

No

Jeanne Clery Act:

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website at .