Administrative Business Assistant for C&I and SPED

Texas Tech University•Lubbock, TX

16d•Onsite

About The Position

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 required 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.

Requirements

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.

Responsibilities

Based on the department’s expectations and needs, complete scheduling by setting up schedule builder, course & section inventory with the Office of Registrar, coordinating room assignments, instructor preferences, class sizes, and closures. Maintains up-to-date knowledge of course modalities and scheduling timelines to ensure accurate and efficient academic planning aligned with institutional standards, identifying and resolving potential errors to ensure timely, accurate, and error-free registration.
Oversee and complete faculty-related reporting tasks, including workload documentation, textbook orders, employment forms, Digital Measures entries, and grade submissions in Banner and other TTU systems. Perform these tasks in alignment with academic and administrative deadlines to ensure accurate, timely, and compliant reporting across university platforms.
Input new courses, certificates, and degrees and changes to existing courses, certificates, and degrees in Curriculog, and monitor the approvals. In addition, upload these documents to the GAAC folder for review.
Assist with financial reporting and departmental budget management as needed, including tracking financial documents in accordance with reporting timelines to support accurate and timely financial operations. Reconcile departmental PCard transactions, ensuring all charges are properly documented, approved, and submitted in accordance with university accounting and procurement policies.
Execute daily office duties including data entry, email responses, and phone inquiries utilizing Microsoft systems, TEAMS, and Zoom to maintain consistent and organized administrative operations.
Complete and submit all new hire paperwork, faculty credentialing, onboarding documentation, and ePAF updates for department faculty in a timely manner. Serve as liaison between the department and HR/payroll as needed during the process.
Manages calendars, schedules meetings, and prepares documents and materials.
Collaborates on the development of materials for workshops, presentations, and events, ensuring timely, organized, and high-quality administrative support for departmental leadership, activities, and events.
Provides technical setup and troubleshooting during regularly scheduled meetings and events, records minutes, and distributes documentation to ensure accurate records and smooth execution.
Contribute to departmental initiatives and continuous improvement by performing additional duties as assigned and assisting in special projects as needed. This protects the supervisor and the department, in case reasonable small, one-time projects come up. These duties should not exceed 5% of the employees time, so this also protects them!