Texas Tech University Executive Admin Assoc in Lubbock, Texas

Position Description

Performs administrative and coordinative work in the Office of a Vice President or above to ensure the smooth operation and functioning of the office. Responsibilities involve the application of constructive measures and appropriate solutions to complex procedural and administrative matters. Duties may also include the coordination of office procedures and policies and high level secretarial support. May supervise office/clerical staff and possibly administrative support staff.

Major/Essential Functions

Responsible for preparing all travel itineraries for supervisor, guests, and seminar speakers, as well as submitting travel applications and vouchers.

Submit and track purchase orders for all equipment, supplies and materials for the group's office and labs.

Monitor, reconcile and process all paperwork for all p-card transactions on a timely basis. Submit and track appointments of office and lab personnel as needed for this group.

Monitor time reporting and payroll disbursements. Track student tuition and fee waivers as well as process any money moves and labor distributions.

Responsible for monitoring and management of supervisor's business activities and all accounts, including Chair, start-up, grant, travel, and salary funds.

Supervise group's office personnel, including students. Organize meetings, workshops, and seminars.

Help prepare drafts of correspondence, reports, grants, presentations and PowerPoint Presentations. Responsible for group's inventory control and management of assets.

Greet and receive visitors as well as manage and prepare itineraries and agendas. Complies with Texas Tech' policies, procedures and safety rules. Attend all trainings and classes as required for job description duties.

Required Qualifications

Bachelor's degree plus 4 years skilled administrative experience; OR a combination of education and/or related experience to equal 8 years.

Preferred Qualifications
  • High proficiency in English and expertise in Microsoft Office and Internet.
  • Fast Learner, anticipate needs and follow through.
  • Creating Thinking, problem solver, experience with TTU procedures such as travel, techbuy, p-card reconciliation, e-pafs, fund account reconciliation.
  • Experience as a high-level assistant.
EEO Statement

As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

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 on the Human Resources webpage.

Extended Job Title: Executive Admin Assoc

Work Location: Lubbock

Org Level 1: Texas Tech University

Campus: Texas Tech University

Department: Mechanical Engineering

Does this position work in a research laboratory?: No

Required Attachments: Recommendation/Referral Resume / CV Cover Letter

Optional Attachments: Other Documents Supporting Qualifications

Job Type: Full Time

Job Group: Other Administrative

Pay Basis: Hourly

Minimum Hire Rate: 18.24

Travel Required: None

Shift: Day

Schedule Details: 8 to 5 M-F

Grant Funded?: No

Requisition ID: 9023BR