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43365BR

Extended Job Title:

Executive Associate

Org Level 1:

Texas Tech Unv Hlth Sci Ctr El Paso

Position Description:

Performs administrative and coordinative work in direct support of an executive officer, including such functions as planning, budgeting, supervision and program implementation and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision with evaluation based on results obtained.

Requisition ID:

43365BR

Travel Required:

Up to 25%

Major/Essential Functions:

+ Serves as the primary scheduler for all calendar activities related to the VPCA's calendar, overseeing logistical setups and timely preparation and/or provision of documentation needed for meetings/activities.

+ Process HR transactions related to FSOM on a timely basis.

+ Coordinates and schedules various meetings, retreats, and/or functions under the direction of the VPCA that include any and all standing meetings, budget meetings, etc.

+ Responsible for any and all transcription for the VPCA that includes agendas, minutes, correspondence, and other documentation related to various meetings and/or functions.

+ Assists with developing of budgets for events and activities relative to the department and institution.

+ Oversees the coordination on all travel arrangements, preparation of necessary travel documentation and reimbursement vouchers on behalf of VPCA.

+ Oversees and approves any and all purchases of equipment and other office needs for the VPCA.

+ Manage and maintain documents for signature, and draft and review contracts for the VPCA.

+ Ensures the proper distribution and processing of daily mail for the VPCA; independently reviewing incoming correspondence for priority items that necessitate immediate response and/or attention.

+ Ensures the continuity of telephone coverage for the VPCA, and assists, when necessary, in the absence of general support staff and/or during lunch shifts screening all calls and relaying messages in a timely and professional manner.

+ Manages appropriate departmental or general problems in the absence of the VPCA.

+ Directly support the VPCA in activities related to his/her participation in various state and national associations requiring administrative assistance.

+ Assists and represents the VPCA in various campus wide events and other duties assigned directly or indirectly related to the Office of the President.

+ Assists the VPCA with preparation of financial reports for the legislature and accreditation for PLFSOM.

+ Provides team assistance as needed or directed for completion of special projects.

+ Serve as a member of national organizations related to position responsibilities at the discretion of the VPCA and supervisor representing the department and institution. This may constitute travel on a yearly basis.

+ Remains current with all licensure, certifications and mandatory compliances and trainings required of this position.

+ Adhere to all TTUHSCEP policies, procedures and processes.

+ Personally demonstrate, display, and act in accordance with TTUHSCEP’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 of the individual

Pay Basis:

Monthly

Work Location:

El Paso

Preferred Qualifications:

+ Previous experience in an executive level position. Display exceptional interdisciplinary skills. Meticulous attention to detail. Strong organizational and planning skills, ability to set priorities and multitask.

+ Proficiency with computer applications for databases and spreadsheets; including but not limited to outlook, word, excel, PowerPoint, access.

+ Excellent written and verbal communication skills. Initiative and sound judgment. Ability to maintain confidentiality.

+ Willingness to take on additional responsibilities. Able to work independently as well as collaboratively within a diverse academic community.

Campus:

HSC - El Paso

Department:

Assc Dean Clinical Affairs Elp

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:

+ Bachelor's degree required in related area plus six years progressively responsible administrative experience including supervisory experience OR a combination of education and/or experience to equal ten years

Does this position work in a research laboratory?:

No

Navy Enlisted Classification Code:

AZ, YN, 641x, 741X

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 .