Administrative Business Asst

Texas Tech University•El Paso, TX

3d•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 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. Texas Tech Health El Paso (TTEP) is not considering applications from individuals who require sponsorship for an employment visa, including those with H1B visas or those currently on student or postgraduate visas. Additionally, this position is not eligible for remote or hybrid opportunities. All work is required to be performed onsite at TTEP.

Requirements

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.
Administrative experience, and customer service experience preferred.
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.
Excellent written and verbal communication, with a focus on clarity, conciseness, and professionalism.

Responsibilities

Screen and route all requests for building and key access.
Verify all required fields, training, & documentation are complete before approvals.
Activate/deactivate building prox card access for MSBI, MSBII, & AEC research labs, mother's rooms.
Monitor end/separation dates for faculty/staff/students/volunteers with MSBI access.
Maintain building access databases for all areas (IT, LARC, Select Agent, etc.).
Maintain agendas & minutes for monthly TTPD meetings.
Facilitate collaboration to troubleshoot or resolve security breaches impacting institutional research.
Review monthly building access reports, identify inconsistencies, report, & take corrective action.
Document & communicate actions, irregularities, & needs to Section Coordinator (SC) and AMD when necessary.
Support the Vice President for Research with discretion & professionalism as needed.
Handle sensitive correspondence, schedule Outlook meetings, & coordinate complex logistics.
Assist SC with meeting/event logistics, including facilities work orders, a/v requests, catering.
Secure pre-approvals & documentation for expenditures.
Ensure smooth material distribution.
Coordinate recruitment, onboarding, & separation duties for all Office of Research (OR) units.
Assist recruitment efforts including candidate screening & onboarding.
Support timely processing of ePAFs & other HR transactions.
Serve as contact for OR room reservations in Event Management System (EMS).
Submit & track Facilities, IT, & Telecommunications work orders.
Assist with digital content creation for OR.
Work with requestors to conceptualize artwork that follows standards & conveys information clearly.
Responsible for creating, modifying, proofreading artwork, securing approvals, & ensuring signage meets publication requirements.
Serve as point of contact for receipt/processing of research volunteer packets.
Analyze & screen requests, ensure complete fields, training, documentation, & departmental approvals.
Verify checklists, safety training, & compliance before routing for approval.
Maintain communication with departments to ensure all requirements (timesheets, termination, exit) are met.
Assists with mail and package delivery for all units, resolving unforeseen issues and preventing communication delays.
Ensures smooth operation and a positive experience for all visitors and staff.
Assist SC with creating an employee engagement calendar aligned with goals & teambuilding.
Collaborate with AMD to coordinate engagement efforts.
Organize & facilitate events/activities to ensure strong participation & feedback.
Maintain OR website content.
Add new material, ensure accuracy & timeliness, & post announcements.
Provide front desk coverage as needed.
Regularly replenish kitchenette, office supplies, & beverage stock to maintain a well-organized workspace.
Place required orders on a regularly scheduled basis for office consumables for all areas.
Remains current with all licensure, certifications and mandatory compliances and trainings required of this position.
Adhere to all policies, procedures and practices (Regents Rules, TTUS, HSECEP OPs, etc.).
Personally, and consistently, demonstrate, display and act in accordance with Texas Tech Health El Paso’s Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork).
Serve as a Value's leader while actively promoting and encouraging staff across the institution.
Perform all other duties as assigned.