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42327BR

Extended Job Title:

Administrative Business Assistant

Org Level 1:

Texas Tech Unv Hlth Sci Ctr El Paso

Position Description:

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.

Requisition ID:

42327BR

Travel Required:

Up to 25%

Major/Essential Functions:

+ Screen all requests for building access, key access, & volunteer work before forwarding to the Associate Director or Assistant Managing Director (AMD). Verify all required fields, training, & documentation are complete before approvals.

+ Activate/deactivate building prox card access for MSBI, MSBII, & AEC research labs. Monitor end/separation dates for faculty/staff/students/volunteers with MSBI access.

+ Manage Mother’s Room access & activation for MSBI.

+ 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 and AMD when necessary.

+ Support the Vice President for Research with discretion & professionalism. Handle sensitive correspondence, schedule Outlook meetings, & coordinate complex logistics.

+ Assist Section Coordinator (SC) with meeting/event logistics, anticipating needs & managing details 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 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.

+ Work with Sponsored Programs Research Administrators to update & correct NIH biosketch formatting for institutional Principal Investigators.

+ 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: assist visitors, answer calls, direct inquiries.

+ Regularly replenish kitchenette, office supplies, & beverage stock to maintain a well-organized workspace.

+ 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 demonstrate, display and act in accordance with TTUHSC EP'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

Grant Funded?:

No

Minimum Hire Rate:

Compensation is commensurate upon the qualifications

Pay Basis:

Hourly

Work Location:

El Paso

Preferred Qualifications:

+ Administrative experience, and customer service experience preferred.

+ Experience with project management or event planning

+ 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

+ Experience with scheduling appointments, calendar management, and meeting organization

+ Mastery of essential software like Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

+ Excellent written and verbal communication, with a focus on clarity, conciseness, and professionalism

+ Active listening skills and adeptness at building rapport with colleagues and guests

Campus:

HSC - El Paso

Department:

Research Administration

Required Attachments:

Cover Letter, Resume / CV, Transcript

Job Type:

Full Time

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.

Job Group:

Executive and Admin Assistants

Shift:

Day

EEO Statement:

All qualified applicants will be considered for employment without regard to sex, race, color, national origin, religion, age, disability, protected veteran status, or genetic information.

Required Qualifications:

+ 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

Does this position work in a research laboratory?:

No

Navy Enlisted Classification Code:

AZ, RP, YN

Army Military Occupational Specialty Code:

36B, 42A, 56M

Air Force Specialty Code:

3A1X1, 8A200

Marine Military Occupational Specialty Code:

0111

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. You can locate this report through our website at: https://www.ttuhsc.edu/emergency/clery-report.aspx