Administrative Business Assistant

Texas Tech University•Lubbock, TX

9d•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 selected 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. Serves as administrative assistant to the Chair of Heritage and Museum Sciences. Assists Chair with financial matters, including monthly reports, tracking expenditures, and real-time account balances. Assists Graduate Advisor with program data collection and reporting. Assists with maintaining alumni records and databases, multiplicity database, and job placement database. Works with the Graduate Advisor to assist prospective and current students. Assists current students with administrative and business matters. Assists the Graduate Advisor with student recruitment efforts. Assists Chair and Associate Chair with essential data compilation and reporting for Texas Higher Education Coordinating Board 5 and 10-year reviews and SACSCOC accreditation 5 and 10-year reviews. Assists the Graduate Advisor in the admissions process and prepares admission records; updates admission records; prepare new student folders; tracks checklists of student requirements. Complies with FERPA and Gramm-Leach-Bliley Act. Coordinates the internal and external flow of communication with HMS faculty and students. Interacts with other TTU departments (e.g., Graduate School, Student Business Office, Registrar, Academic Support, Facilities Resources) as needed.

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.
Eligibility to drive TTU vehicles, including a valid U.S. driver license and two years of driving experience.

Responsibilities

Serves as the principal secretarial support to a department head.
Performs highly responsible and confidential clerical duties.
May supervise clerical staff and/or assume considerable responsibility for office management.
Assists Chair with financial matters, including monthly reports, tracking expenditures, and real-time account balances.
Assists Graduate Advisor with program data collection and reporting.
Assists with maintaining alumni records and databases, multiplicity database, and job placement database.
Works with the Graduate Advisor to assist prospective and current students.
Assists current students with administrative and business matters.
Assists the Graduate Advisor with student recruitment efforts.
Assists Chair and Associate Chair with essential data compilation and reporting for Texas Higher Education Coordinating Board 5 and 10-year reviews and SACSCOC accreditation 5 and 10-year reviews.
Assists the Graduate Advisor in the admissions process and prepares admission records; updates admission records; prepare new student folders; tracks checklists of student requirements.
Complies with FERPA and Gramm-Leach-Bliley Act.
Coordinates the internal and external flow of communication with HMS faculty and students.
Interacts with other TTU departments (e.g., Graduate School, Student Business Office, Registrar, Academic Support, Facilities Resources) as needed.