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Administrative Assistant

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Texas Tech University

3mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Education & Teaching
  • Lubbock

AI generated summary

  • You need a high school diploma or equivalent, plus five years of office experience; education can substitute for experience on a year-for-year basis.
  • You will assist with research, course scheduling, event coordination, HR and procurement processes, and faculty hiring while ensuring compliance with deadlines and university policies.

Requirements

  • Completion of high school or the equivalent.
  • Five years office experience.
  • Additional education may substitute for experience on a year for year basis.

Responsibilities

  • Responsible to assist the chair of the department to:
  • Conduct research of student statistical information and historical data for the department;
  • Catalog various data pertaining to syllabi, departmental information,
  • Other duties assigned with regard to various reporting needed at the department level.
  • Assist the chair of the department with creating and scheduling undergraduate courses in Journalism & Creative Media Industries. Including, but not limited to working closely with ASFR to delegate general purpose classrooms and computer lab assignments and assisting departmental faculty with the ordering of assigned textbooks for courses each semester for public relations and acting as a liaison between faculty and the campus bookstore to ensure that all textbooks are ordered in time to be received prior to the begin of each semester.
  • Responsible to serve as the primary administrative support to the chair of the department scheduling meetings, taking minutes, preparing meeting materials, handling emails, and other miscellaneous tasks as assigned for the smooth operation of the department.
  • Responsible for coordinating and handling all logistics for departmental events, prospective faculty visits, guest speaker visits, and various other departmental functions to include but not limited to handling travel, finalizing itineraries, scheduling rooms, sending email invitations, ordering food, handling all details to ensure the success of each event/visit and ensuring that all TTU policies are followed for said events.
  • Responsible for all HR and Procurement paperwork processes for the department to include, but not limited to Manual Check Requests, Manual Leave Adjustment Forms, Lump-Sum payments, additional compensation, new faculty moving expense reimbursement, P-Card reconciliation, Purchase Orders, Cost Transfers, Budget Revisions, EOPS, Labor Distribution/Redistribution, department faculty Travel Application/Vouchers, prospective faculty travel, cash handling processes, etc.
  • Responsible to ensure that all deadlines are met for these processes and all TTU policies and procedures are followed.
  • Responsible for all faculty hiring (full-time and part-time) in the department, to include but not limited to, serving as the Hiring Manager in the Kenexa site and responsible for all Kenexa processes, placing external job ads, assisting chair with Start-Up package, faculty credentialing, I9, e-Verify, and TTU new hire paperwork (e.g., Request for Official Offer Letter, preparation and submission of all departmental faculty ePAFs needed, submission of ePAFs for faculty summer appointments, and any other needed processes for hiring and or ensuring that all departmental faculty are appointed correctly and paid on time each semester.

FAQs

What are the main responsibilities of the Administrative Assistant?

The Administrative Assistant is responsible for conducting research of student statistical information, cataloging various departmental data, assisting with creating and scheduling undergraduate courses, providing administrative support to the department chair, handling logistics for departmental events, processing HR and Procurement paperwork, and managing faculty hiring processes.

What qualifications are required for this position?

The position requires the completion of high school or the equivalent, and five years of office experience. Additional education may substitute for experience on a year-for-year basis.

What is the work schedule for this position?

The Administrative Assistant works Monday through Friday from 8 am to 5 pm.

Is this position grant-funded?

No, this position is not grant-funded.

What is the minimum pay rate for this job?

The minimum hire rate for this position is $16.43 per hour.

Do I need to submit additional documents with my application?

Yes, you need to include a cover letter and resume with your application.

Is travel required for this position?

No, travel is not required for this position.

What type of job is this?

This is a full-time job.

Will I be working under supervision?

Yes, this position works under moderate supervision with limited latitude for the use of initiative and independent judgment.

What is the job group classification for this position?

The job group classification for this position is Executive and Admin Assistants.

Is there a focus on safety in this role?

Yes, 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, this position does not work in a research laboratory.

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Texas Tech University

From Here, It's Possible.™

Education
Industry
1001-5000
Employees

Mission & Purpose

A new era of excellence is dawning at Texas Tech University as it stands on the cusp of being one of the nation's premier research institutions. Research and enrollment numbers are at record levels, which cement Texas Tech's commitment to attracting and retaining quality students. In fall 2020, the university achieved a goal more than a decade in the making, reaching a total student population of more than 40,000. In 2018, the Carnegie Classification of Institutions of Higher Education again placed Texas Tech among its top doctoral universities in the nation in the “Very High Research Activity” category. Texas Tech is one of 94 public institutions nationally and 131 overall to achieve this prestigious recognition. Quality students need top-notch faculty. Texas Tech is home to a diverse, highly revered pool of educators who excel in teaching, research and service. The university strives to foster an environment that celebrates student accomplishment above all else. Texas Tech is large enough to provide the best in facilities and academics but prides itself on being able to focus on each student individually. The momentum for excellence at Texas Tech has never been greater.