About this role
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.
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.
Major/Essential Functions
PROCUREMENT and BUDGET
- Responsible for all HR and Procurement processes at the department level – including but not limited to manual check requests, manual leave adjustment forms, lump-sum payments, additional compensation, new faculty moving expense reimbursement, P-card reconciliation, purchase orders, cost transfers, budget revisions, EOPS, labor distribution/redistribution, department faculty travel application/vouchers, prospective faculty travel, cash handling processes, etc. Responsible for ensuring that all deadlines for these processes are met and all TTU policies and procedures are followed.
- Also responsible for
- (1) maintaining the department budget tracker established by the college budget manager,
- (2) managing the department FOPs,
- (3) reporting on and consulting on all elements of the department budget with the chair,
- (4) processing and tracking operational expenses,
- (5) projecting future operational expenses and encumbrances,
- (6) supporting the department assistant professors in spending and managing startup funds, and
- (7) ensuring the department’s overall budgetary compliance. - 40%
SCHEDULING
- Responsible for assisting the department chair with creating and scheduling undergraduate courses with the prefix JOUR, CMI, PHOT, and JCMI – including but not limited to working closely with ASFR to delegate general-purpose classrooms and computer lab assignments, assisting department faculty with ordering assigned textbooks, and acting as a liaison between faculty and the bookstore to ensure all textbooks are ordered on time. - 20%
HIRING
- Responsible for all JCMI faculty hiring (full-time and part-time), including but not limited to serving as the hiring manager in the Kenexa site, handling all Kenexa processes, placing external job ads, assisting chair with start-up packages, faculty credentialing, I9 forms, e-Verify, and TTU new hire paperwork (e.g., request for official offer letter), preparing and submitting all faculty ePAFs (including for summer appointments), and any other processes needed for hiring and/or ensuring that faculty are appointed correctly and paid on time. - 15%
GENERAL DEPARTMENT SUPPORT
- Responsible for providing administrative support to the department chair in scheduling meetings, taking minutes, preparing meeting materials, and other miscellaneous tasks needed for the smooth operation of the department. Responsible for assisting the department chair with any reporting needed at the department level (e.g., historical data, student information, etc.). Other duties as assigned. - 15%
EVENTS
- Responsible for coordinating and handling all departmental events, prospective faculty visits, guest speaker visits, and various other departmental functions, including but not limited to handling travel, finalizing itineraries, scheduling rooms, sending email invitations, ordering food, handling all details to ensure the success of each event/visit, and ensuring that all TTU policies are followed for said events.- 10%
Knowledge, Skills, and Abilities
- Demonstrated experience using MS Word, Excel, and Outlook
- Demonstrated competence in task organization, time management, and both written and oral communication
- Demonstrated ability to multitask in a fast-paced and dynamic office environment
- Demonstrated experience working independently while following precise instructions and meeting strict deadlines
- Excellent work ethic, professional comportment, and positive attitude
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
- Relevant training for course scheduling, room assignments, and reporting (Ad Astra, Cognos, Banner, etc.)
- Knowledgeable and skilled at TTU platforms for the submission of travel (Emburse Enterprise), ePAFs, procurement processes (TechBuy, etc.), p-card reconciliation, HR processes (Kenexa, EOPS, etc.), and other training as required for position
- 3-5 years of experience working in an administrative support position
- Prior experience working with faculty, staff and students from a variety of backgrounds
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.