Administrative Business Asst - Odessa, United States - Texas Tech University Health Sciences Center

Description

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.

Major/Essential Functions

Serves a vital role in supporting the Assistant Academic Dean of Medical Education and the Division of Medical Education (Dept. of UME/Student Affairs, Dept. of GME, Dept. of CME)

• Front desk: Manages a busy, multiline phone system, greets guests as they enter the office, manages incoming/outgoing mail and shipments, and maintains an organized, clean office environment
• Scheduling: Planning, organizing, scheduling meetings, appointments
• Documentation: Typing documents, including letters, reports, spreadsheets, and forms
• Provides administrative support to the Assistant Academic Dean of Medical Education by coordinating schedules, meetings, purchases, travel arrangements, etc.
• Provide administrative support to departments, including minute taking, event set-up, meeting scheduling, reservations, food orders/deliveries, supplies purchasing, etc.
• Responsible for 1-2 department-specific tasks, e.g. invoice processing, reimbursement processing, data entry, file management, etc.
• Assistant departments with programming, activities, socials, etc.
• Other tasks: Processing bookkeeping, working with vendors, and maintaining an organized office

Occasional Duties

• Occasional early days or after-hours work will be required.
• Use of personal or University vehicles for pick-up, deliveries, etc.

Required Qualifications

High school diploma or equivalent. Four years of progressively responsible clerical experience, with one year of supervisory experience. Additional education and/or related experience to equal four years may substitute on a year-for-year basis.

Preferred Qualifications

• Strong administrative experience: Proven ability to thrive in a dynamic, fast-paced environment, managing multiple tasks simultaneously.
• Excellent communication skills: Adept at handling phone and email inquiries professionally. Superb written and verbal communication skills.
• Time management and prioritization: Exceptional time management. Experience in prioritizing tasks and managing deadlines efficiently.
• Technical proficiency: Proficient in Microsoft Office (Word, Excel, PowerPoint) and Outlook for scheduling meetings and managing calendars.
• Discretion and confidentiality: Ability to handle sensitive information with the utmost discretion.
• Teamwork and collaboration: Experience working effectively with colleagues across multiple departments.
• Organizational skills and attention to detail: "Highly organized and detail-oriented".
• Availability: Ability to work within standard business hours with occasional before/after-hours.

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, 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.