Senior Administrative Assistant

45052BR

Extended Job Title:

Senior Administrative Assistant

Position Description:

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:

45052BR

Travel Required:

None

Major/Essential Functions:

Serve as the primary receptionist to the Office of the President: greet guests into the suite with respect and in a hospitable manner; connect guests with the appropriate person, meeting or department; answer phone calls-answer questions, offer suggestions and/or link guests with a suitable resource.

Perform general office duties: prepare correspondence and documents (real and digital); copy, print, scan and fax; receive, sort, log and distribute mail and other incoming documents; prepare office and meeting spaces with needed supplies, including but not limited to, beverages and snacks, and serve as audio/visual A/V resource; maintain, manage and order all office supplies including beverages and items offered to guests; liaison between office occupants and departments regarding office needs.

Procurement, budget, financial and accounting processes: create, manage and reconcile requisitions, purchase orders, receipts and invoices using vendor contracts, estimates, event orders, invoices, and receipts; reconcile credit card statements, department accounts and other financial documents; generate financial reports; plan, track and work to adjust for surpluses and to avoid deficits; process within the specified timelines indicated by respective operating policies and procedures.

Scheduling: maintain office calendars; coordinate with multiple constituents for the purpose of scheduling meetings, lunches, hearings, events, conferences and workshops; assist with the coordination of office vehicles.

Travel: coordinate travel arrangements, including but not limited to, air, lodging, and vehicle rentals and use the TTU travel system to reconcile and seek needed reimbursements within the specified timelines as indicated by TTU operating policies and procedures.

*Employee Services Coordinator ESC: use various HR related systems to coordinate employment forms and procedures from an administrative standpoint; may coordinate regularly with Human Resources and/or Payroll Services on hiring, onboarding, promotions, terminations, retirement, leave reporting (sick/vacation), employee benefits, etc.

Training, updates, coursework: stay up to date on relevant information pertaining to the university and this position.

Events: assist in preparing event venue; coordinate additional purchases.

Miscellaneous: work closely with student assistants and other staff members to be certain the office is appropriately staffed, and office supply inventory is sufficient; maintain staff birthday, favorites and rotation list.

Property inventory and document management: assist with tracking new, used and old equipment; knowledge of state records retention schedule - review, upload, store and index administrative, financial and other records.

Other duties as assigned by other staff members.

Grant Funded?:

No

Pay Basis:

Hourly

Schedule Details:

40 hours - 7:30 am - 5:30 am rotating schedule

Work Location:

Lubbock

Department:

President's Office

Required Attachments:

Cover Letter, Professional/Personal References, Resume / CV

Job Type:

Full Time

Shift:

Day

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

About the Department and/or College:

Office of the President (

Safety Information:

Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.

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.

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.

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.

Job Family:

Organizational Administration

Job Sub Family:

Administrative Operations

Knowledge, Skills, and Abilities:

General office skills: keyboarding; computers; copy, scan and facsimile and other common office equipment; web navigation; filing systems; phones; greeting public, giving direction or instruction; organization; word/document processing; writing skills; professionalism; possess strong communication and peoples skills; attention to detail; accuracy; multitasking; discretion and judgment; timeliness, accuracy.

Knowledge of State of Texas procurement policies; Texas Tech procurement, financial and human resources guidelines; Proficient use of multiple software programs especially Microsoft Office products including Outlook, Word, Excel, Teams and Access; Professionalism in an executive office.

Hourly Pay Range:

$19.47 - $25.29 - $31.15