Administrative Business Assistant

Position Description

Serves as the principal secretarial support to a department head. This classification is restricted for use in the office of a chairperson of a large academic department, a director of a large approved center or institute, a director of a budgeted large administrative department, or a higher-level administrative officer. Responsible for independent performing highly responsible and confidential clerical duties. May be selected to supervise clerical staff and/or assume considerable responsibility for office management. A thorough knowledge of the policies and procedures of the employing unit as well as a familiarity with overall University policy is necessary to conduct the assigned work.

Performance evaluation is based on the coordination and accomplishment of office activities within established policies.

Major/Essential Functions

• Serves as administrative assistant to the Chair of Heritage and Museum Sciences.
• Assists Chair with financial matters, including monthly reports, tracking expenditures, and real-time account balances.
• Assists Graduate Advisor with program data collection and reporting. Assists with maintaining alumni records and databases, multiplicity database, and job placement database.
• Works with the Graduate Advisor to assist prospective and current students. Assists current students with administrative and business matters.
• Assists the Graduate Advisor with student recruitment efforts.
• Assists Chair and Associate Chair with essential data compilation and reporting for Texas Higher Education Coordinating Board 5 and 10-year reviews and SACSCOC accreditation 5 and 10-year reviews.
• Assists the Graduate Advisor in the admissions process and prepares admission records; updates admission records; prepare new student folders; tracks checklists of student requirements. Complies with FERPA and Gramm-Leach-Bliley Act.
• Coordinates the internal and external flow of communication with HMS faculty and students.
• Interacts with other TTU departments (e.g., Graduate School, Student Business Office, Registrar, Academic Support, Facilities Resources) as needed.

Preferred Qualifications

• Working knowledge of higher education recruitment and admissions. Excellent presentation and customer service skills. Event planning, coordination and implementation experience.
• Excellent communication and written skills.
• Documented success in a fast-paced, results- and deadline-driven environment.
• Experience working in higher education.

Required Qualifications

Proficiency in written and mathematical processes that may be reflected by the completion of high school or the equivalent. Four years progressively responsible clerical experience, including one-year supervisory experience. Additional education and/or related experience to equal four years may substitute on a year for year basis.

This position requires eligibility to drive TTU vehicles, including a valid U.S. driver license and two years of driving experience.

About the Department and/or College

Established in 1929, the Museum is an educational, scientific, cultural, and research element of Texas Tech University. It is a not-for-profit institution by virtue of being a part of Texas Tech University. The Museum's purpose is to support the academic and intellectual mission of Texas Tech University through the collection, preservation, documentation, and research of scientific and cultural material and to disseminate information about those collections and their scientific and cultural topics through exhibition, interpretation, and publication for primary, secondary, and higher education students, the scholarly community, and the general public. The Museum aspires to provide the highest standard of excellence in museological ethics and practices, while pursuing continuous improvement, stimulating the greatest quantity of quality research, conservation, interpretation, exhibition, and education, and providing support for faculty, staff, and students. The Museum is a multi-faceted institution that includes the main building, the Helen Devitt Jones Auditorium and Sculpture Court, Moody Planetarium, Natural Science Research Laboratory, and Lubbock Lake Landmark, an archaeological and natural history preserve.

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.

Knowledge, Skills, and Abilities

Demonstrate working knowledge of Microsoft Office Suite and human resource management software. Ability to learn and use University's accounting and management software (e.g., Banner, COGNOS).