Administrative Assistant

Texas Tech University•Lubbock, TX

About The Position

Performs routine administrative support or technical program assistance work under moderate supervision, with limited latitude to exercise initiative and independent judgment. The role supports department procurement, budgeting, course scheduling, faculty hiring, general administration, and events. It ensures that required deadlines are met and Texas Tech University (TTU) policies and procedures are followed.

Requirements

High school completion or equivalent.
Five years of office experience; additional education may substitute for experience on a year-for-year basis.

Responsibilities

Manage department-level HR and procurement processes, including manual check requests, leave adjustment forms, lump-sum payments, additional compensation, new faculty moving expense reimbursements, P-card reconciliation, purchase orders, cost transfers, budget revisions, EOPS, labor distribution and redistribution, faculty travel applications and vouchers, prospective faculty travel, and cash handling.
Ensure deadlines are met and TTU policies and procedures are followed for HR, procurement, and budget processes.
Maintain the department budget tracker established by the college budget manager and manage department FOPs.
Report on and consult with the department chair about all elements of the department budget.
Process and track operational expenses; project future operational expenses and encumbrances.
Support assistant professors in spending and managing startup funds and ensure overall department budgetary compliance.
Assist the department chair with creating and scheduling undergraduate courses with the JOUR, CMI, PHOT, and JCMI prefixes.
Coordinate with ASFR on general-purpose classroom and computer lab assignments; assist faculty with textbook ordering and liaise with the bookstore to ensure textbooks are ordered on time.
Manage JCMI faculty hiring for full-time and part-time positions, including serving as hiring manager in Kenexa, handling Kenexa processes, placing external job ads, and assisting the chair with startup packages.
Handle faculty credentialing, I-9 forms, e-Verify, TTU new-hire paperwork, requests for official offer letters, faculty ePAFs including summer appointments, and other hiring processes needed to ensure faculty are appointed correctly and paid on time.
Provide administrative support to the department chair, including scheduling meetings, taking minutes, preparing meeting materials, and completing other tasks needed for department operations.
Assist the department chair with department-level reporting, including historical data and student information.
Coordinate departmental events, prospective faculty visits, guest speaker visits, and other departmental functions, including travel, itineraries, room scheduling, invitations, food orders, and related arrangements; ensure TTU policies are followed.
Perform other duties as assigned.