Executive Admin Assoc

Texas Tech University • El Paso, TX

4d • Onsite

About The Position

Performs administrative and coordinative work in the Office of a Vice President or above to ensure the smooth operation and functioning of the office. Responsibilities involve the application of constructive measures and appropriate solutions to complex procedural and administrative matters. Duties may also include the coordination of office procedures and policies and high level secretarial support. May supervise office/clerical staff and possibly administrative support staff. 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

• 4 to 5 years experience in an institution of higher learning; Job related education may substitute for part of the required experience.
• Bachelor's degree plus 4 years skilled administrative experience; OR Combination of education and/or related experience to equal 8 years.

Responsibilities

• Provide comprehensive administrative support for the Executive Office, including the President, Senior Executive Assistant to the President, Vice Presidents, and Executive Associates by delivering exceptional customer service.
• Answer main phone line timely, greet guests, and respond to inquiries.
• Support the day-to-day administrative functions and operations of the Executive Office.
• Coordinate logistics for Executive Office meetings, educational activities, and institutional events, including room reservations, Sysaid tickets for IT support, audiovisual support, facilities requests, catering, scheduling, communications, and timelines.
• Assist with meeting support, including serving as note taker for Executive Office meetings, committees, and institutional events, as needed.
• Coordinate travel arrangements, reimbursements, and related documentation for Executive Office leadership as assigned.
• Assist Executive Office leadership with project workflow, communications, project management, and coordination of institutional initiatives and special projects.
• Help coordinate presidential and institutional events in collaboration with internal departments, including Institutional Advancement, when appropriate.
• Assume flexible, short-term assignments and special projects to support Executive Office priorities.
• Process financial transactions including purchasing, travel, direct pays, expense reports, and PCard expense management while ensuring compliance with institutional policies.
• Monitor expenditures and maintain appropriate budget documentation.
• Serve as a TechBuy Shopper or purchasing representative for Executive Office operational needs, including office supplies and equipment.
• Maintain databases for incoming documents requiring Executive Leadership review and signatures.
• Maintain Executive Office records and administrative tracking systems to support organizational efficiency.
• Oversee the Property Management Inventory System.
• Ensure institutional equipment is properly tagged, verified, and certified during annual inventory processes.
• Coordinate Executive Office participation in institutional campaigns and designated organizational initiatives.
• Build, foster, and maintain professional working relationships with faculty, staff, students, community partners, and visitors while providing outstanding customer service.
• Stock the refrigerators with beverages to ensure a continuous supply of drinks for visitors, coordinate daily mail pickup and outgoing mail drop-off, replenish coffee and coffee/tea supplies as needed, as well as other kitchen supplies.
• Remains current with all licensure, certifications and mandatory compliances and trainings required of this position.
• 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.
• Adhere to all policies, procedures and practices (Regents Rules, TTUS, HSECEP Ops, etc.).
• Perform all other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive