Administrative Assistant (Hunt SON Admin)

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Administrative Assistant (Hunt SON Admin)

Position Description

Performs routine administrative support or technical program assistance work. Works under moderate supervision with limited latitude for the use of initiative and independent judgment

Requisition ID

34484BR

Work Location

El Paso

Org Level 1

Texas Tech Unv Hlth Sci Ctr El Paso

Campus

HSC - El Paso

Department

Hunt SON Admin Elp

Major/Essential Functions

Responsible for the collection, documentation and submission of pre-clinical clearance paperwork for Gayle Greve Hunt School of Nursing (GGHSON) students in all programs by the designated deadlines.
Coordinates the dissemination of required documents to clinical facilities on a per semester/per student cohort basis for all programs.
Maintains close communication and coordination with the Office of Occupational Health to meet requirement and deadlines set by clinical site affiliated facilities.
Provides direct clerical and administrative assistant support to the Assistant Deans, Directors and Faculty to include but not limited to maintaining calendars, coordinating appointments, scheduling meetings, incoming communications and other pertinent clerical duties. Maintain continuity of front desk reception area.
Receive students and visitors for GGHSON 3rd floor faculty area.
Responsible for daily distribution of incoming and outgoing correspondence and mail.
Reserve classroom schedules utilizing EMS system for GGHSON on a per semester/per student cohort basis.
Schedule outlook calendar meetings for faculty and other educational activities for the Assistant Deans, Directors and faculty.
Assist faculty/staff Directors, Assistant Deans and faculty as needed in the coordination and processing of travel arrangements.
Process purchase orders for GGHSON faculty areas as requested.
Accounts payable duties include payment tracking, receipt of goods and services, and submitting invoices for payment.
Work with Financial II Analyst to resolve purchasing, invoicing, and billing issues.
On an as needed basis, travel off campus to purchase items via the purchasing card.
Verify services and daily needs of faculty areas and submit purchase orders as needed.
Responsible for ordering, maintaining, and accounting for specific GGHSON equipment and disposable office inventory.
Will document, monitor and keep record of inventory as specified in GGHSON internal controls and TTUHSC EP policy and procedure.
Assist the Office of the Dean with annual capital and other inventory certification.
Provides overall office organization and assists with other duties as assigned.

Required Qualifications

Completion of high school or the equivalent. Five years office experience. Additional education may substitute for experience on a year for year basis

Preferred Qualifications

Must be able to work independently on assigned projects with minimal supervision.
Able to interact face-to-face and provide customer service to students, faculty, visitors and community members while maintaining a high level of confidentiality.
Ability to multitask assignments effectively to meet strict deadlines; execute independent judgment as needed; focus effectively on responsibilities to meet expectations.
Intermediate level knowledge of Microsoft Office Suite.

EEO Statement

As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website.

Does this position work in a research laboratory?

No

Required Attachments

Resume / CV

Optional Attachments

Transcript

Job Type

Full Time

Pay Basis

Hourly

Minimum Hire Rate

salary commensurate with related education, experience and/or skills

Pay Statement

Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as, the institutional pay plan. For additional information, please reference the institutional pay plan on the Human Resources webpage.

Travel Required

None

Shift

Day

Grant Funded?

No

Job Group

Executive and Admin Assistants

Air Force Specialty Code

3A1X1, 8A200

Army Military Occupational Specialty Code

36B, 42A, 56M

Marine Military Occupational Specialty Code

0111

Navy Enlisted Classification Code

AZ, RP, YN

Job Expires

08/09/2023