About this role
Senior Business Assistant
Position Description: Performs responsible and complex duties associated with a specialized function of a section of clerical employees. Duties may be generally described as planning, assigning, coordinating, directing, scheduling, evaluating, verifying, training, and processing of information. Thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgments are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within University policies and procedures. Job performance is based on overall operational effectiveness.
Major/Essential Functions: Executive and Administrative Operations
• Provide comprehensive administrative support to Procurement Services leadership and staff. • Serve as the primary point of contact for departmental communications, including managing incoming calls, emails, visitors, and customer inquiries. • Coordinate meetings, events, travel arrangements, and complex calendar schedules. • Prepare correspondence, reports, presentations, and other business documents as needed. • Manage confidential and sensitive information with professionalism and discretion. Business Operations and Process Management
• Analyze and improve administrative and operational workflows to increase efficiency and service quality. • Collaborate with leadership to identify opportunities for process automation, workflow standardization, and technology adoption. • Monitor departmental procedures and recommend improvements that support organizational goals and customer experience initiatives. • Assist in documenting business processes, maintaining operational procedures, and supporting change management efforts. Financial Administration and Resource Management
• Manage departmental purchasing activities, including procurement transactions, purchase orders, invoices, and vendor coordination. • Reconcile monthly procurement card (PCard) statements and maintain accurate financial records. • Monitor departmental budgets and expenditures, identify discrepancies, and support fiscal accountability. • Coordinate fiscal year-end and year-beginning activities in collaboration with departmental leadership and financial stakeholders. • Maintain organized records of recurring purchases, contracts, subscriptions, and renewal schedules. Workforce Administration, Inventory Management, and Reporting
• Manage TimeClock reporting and payroll-related processes while ensuring accuracy and compliance with institutional policies. • Generate operational reports and metrics to support decision-making, workforce planning, and departmental performance tracking. • Support data collection, analysis, and reporting initiatives that enhance operational visibility and accountability. • Oversee departmental inventory management, including asset tracking, maintenance of records, and annual audit preparation. • Administer and reconcile University vehicle and property insurance allocations and reporting requirements. • Ensure compliance with institutional policies and audit standards related to assets, purchasing, and financial activities. Customer Experience and Service Excellence
• Support initiatives that enhance internal and external customer service experiences. • Collaborate with leadership to evaluate opportunities for service consolidation, process simplification, and improved customer support delivery models. • Assist in monitoring service performance, gathering stakeholder feedback, and recommending improvements. Employee Engagement and Organizational Culture
• Lead and coordinate employee engagement, recognition, and morale-building initiatives in accordance with university policies. • Partner with leadership to develop team-building opportunities and foster a collaborative workplace culture. • Encourage staff participation in departmental programs and initiatives through effective communication and engagement strategies. Strategic and Technology Initiatives
• Partner with leadership to implement technologies that improve operational effectiveness and reduce manual work. • Support the evaluation, testing, and deployment of new software, digital tools, and automated business processes. • Maintain proficiency in emerging productivity technologies, data analytics tools, and Microsoft 365 applications. • Serve as a resource for identifying efficiencies and supporting continuous improvement initiatives across the department.
Preferred Qualifications: • Bachelor's degree. • Two (2) or more years of experience in office administration. • Experience with Jaggaer, Emburse, Banner (Ellucian), budgeting, advanced accounting principles. • Advanced written and oral communications skills. • Experience managing multiple priorities and projects in a fast-paced environment.
Required Qualifications: A minimum of a high school diploma or the equivalent. Three years progressively responsible clerical experience. Additional education and/or related experience to equal three years may substitute on a year for year basis.
Safety Information: Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.
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.
EEO Statement: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.
About the University: Founded in 1923, Texas Tech University began with a mission to serve the needs of West Texas, but its impact has always reached far beyond. Today, Texas Tech, located in Lubbock (pop. 300,000+), is home to a vibrant community of more than 42,000 students.Texas Tech's 1,800-acre campus showcases Spanish Renaissance architecture and is home to one of the country's largest public art collections. Its 13 colleges include a prestigious School of Law and a distinguished School of Veterinary Medicine. These programs equip students with the skills and knowledge needed to excel in their respective fields. Built on the values of West Texas — hard work, grit and authenticity — the university graduates students who are deeply engaged in service to their communities and well-positioned to succeed in the world. Texas Tech is committed to achieving research and scholarly accomplishments that compare favorably to the member institutions of the Association of American Universities (AAU). For more than 100 years, Texas Tech has been a premier destination for those seeking a world-class education and a unique, personalized experience as a member of the Red Raider family.
Knowledge, Skills, and Abilities: • Advanced proficiency with Microsoft 365 applications and emerging AI-enabled productivity tools. • Knowledge of financial administration, accounting principles, budgeting, reconciliations, and procurement processes. • Strong analytical, organizational, and problem-solving skills. • Ability to evaluate business processes and recommend efficiencies through technology and automation. • Excellent customer service, communication, and interpersonal skills. • Ability to maintain confidentiality and exercise independent judgment. • Strong attention to detail and commitment to accuracy. • Ability to interpret data and prepare reports that support operational decision-making Future-Focused Competencies
• Process improvement and workflow optimization. • Business process automation and digital transformation support. • Customer experience and service delivery improvement. • Data analysis and performance reporting. • Change management and organizational adaptability. • Cross-functional collaboration and stakeholder engagement. • Strategic thinking with an operational execution mindset.