Administrative Business Assistant

40760BR

Extended Job Title:

Administrative Business Assistant

Org Level 1:

Texas Tech Unv Hlth Sci Ctr El Paso

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 independently performing highly responsible and confidential clerical duties. May be required to supervise a 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.

Requisition ID:

40760BR

Travel Required:

Up to 25%

Major/Essential Functions:

• Screen all requests for building access, key access, and volunteer work before forwarding them to the Assistant Managing Director
• Activate and deactivate building prox card access for MSBI, MSBII, and AEC research labs
• Monitor end dates/separation dates for all faculty/staff/students/volunteers with MSBI building access
• Responsible for Mother's Room access and activation for MSBI
• Maintain building access databases for all areas (general building, IT, LARC, Select Agent, etc.)
• Maintain an updated agenda and minutes for monthly meetings with the TT Police Department
• Review monthly building access reports to identify inconsistencies, report them, and take steps to rectify them
• Documents and communicates actions, irregularities, and continuing building access needs to the Assistant Managing Director
• Provide administrative support for the Vice President for Research as needed
• Assists Section Coordinator with streamlining meeting and event logistics
• Coordinates recruitment, onboarding, and separation related duties for all units within the Office of Research
• Provide support for processing ePAFs and other HR-related transactions for OR in a timely manner
• Contact person for scheduling room reservations for the OR using the Event Management System (EMS)
• Contact person for submitting, and tracking Facilities, IT and Telecommunications work orders for staff
• Assist with creation of digital content for the OR as needed
• Serves as back up for the receipt and processing of research volunteer packets as needed. Analyze and screen all volunteer requests before routing to for approvals
• Provide monthly snapshots of active volunteers to Assistant Managing Director in a backup capacity
• Curate an employee engagement calendar that aligns with organizational goals and celebrates teambuilding opportunities
• Collaborate with Assistant Managing Director to coordinate employee engagement efforts within the OR
• Organize and facilitate events and activities to ensure high participation and positive feedback
• Maintain and updates OR website content. Manages the addition of new content to the website, ensures accuracy and timeliness of information, posts announcements
• Provide front desk coverage as needed
• Regularly monitor and replenish kitchenette, office supplies, and beverage stock are replenished as needed
• Adhere to all TTUHSC EP 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
• Completion of other duties assigned by the Assistant Managing Director

Grant Funded?:

No

Minimum Hire Rate:

Compensation is commensurate upon the qualifications

Pay Basis:

Hourly

Work Location:

El Paso

Preferred Qualifications:

• Administrative experience, and customer service experience preferred
• Experience with project management or event planning
• Dedicated, reliable, and enthusiastic about supporting the office and colleagues
• Demonstrates a willingness to learn and take on new challenges
• Maintains professional behavior and respects sensitive information entrusted to them
• Ability to prioritize tasks, manage multiple deadlines, and maintain a well-organized workspace
• Experience with scheduling appointments, calendar management, and meeting organization
• Mastery of essential software like Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication, with a focus on clarity, conciseness, and professionalism
• Active listening skills and adeptness at building rapport with colleagues and guests

Campus:

HSC - El Paso

Department:

Research Administration and Finance

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 on the Human Resources webpage.

Job Group:

Executive and Admin Assistants

Shift:

Day

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.

Required Qualifications:

• High school diploma or equivalent
• Four years progressively responsible clerical experience with one year supervisory experience
• Additional education and/or related experience to equal four years may substitute on a year for year basis

Does this position work in a research laboratory?:

No

Navy Enlisted Classification Code:

AZ, RP, YN

Army Military Occupational Specialty Code:

36B, 42A, 56M

Air Force Specialty Code:

3A1X1, 8A200

Marine Military Occupational Specialty Code:

0111

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. You can locate this report through our website at: