Administrative Business Assistant

Job description

**42679BR**
**Extended Job Title:**

Administrative Business Assistant

**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 independent performing highly responsible and confidential clerical duties.

May be required to supervise 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:**

42679BR

**Travel Required:**

Up to 25%

**Major/Essential Functions:**

1.

**Process and Reconcile Departmental Purchasing Cards**
Reconcile departmental PCard transactions, ensuring all charges are properly documented, approved, and submitted in accordance with university accounting and procurement policies.

Assist with financial reporting and departmental budget management as needed.

2.

**Coordinate Office Maintenance and Facility Requests**
Initiate and track building and office maintenance requests to ensure a safe, functional, and professional work environment.

Work with facilities and custodial teams as needed.

3.

**Order and Maintain Office Supplies and Equipment**
Monitor inventory and place orders for office supplies, materials, and equipment to support departmental operations.

Ensure cost-effective purchasing and timely delivery.

4.

**Process Human Resources Transactions**
Complete and submit all new hire paperwork, onboarding documentation, and ePAF updates for department staff.

Serve as liaison between the department and HR/payroll as needed.

5.

**Manage Annual Staff Acknowledgements**
Track and ensure timely completion of required staff acknowledgements, including Red Flag Rules, compliance training, and other university-mandated attestations.

6.

**Coordinate Travel Arrangements**
Assist departmental staff with booking travel accommodation, including transportation and lodging, for job-related training, conferences, or events.

Ensure compliance with university travel policies and procedures.

7.

**Support Departmental Initiatives and Special Projects**
Contribute to departmental initiatives and continuous improvement by performing additional duties as assigned and assisting in special projects as needed.

**Grant Funded?:**

No

**Pay Basis:**

Hourly

**Schedule Details:**

Monday - Friday 8-5 some weekend and overtime required

**Work Location:**

Lubbock

**Preferred Qualifications:**

+ Bachelor's degree in job related field plus one-year responsible experience.
+ Advance Proficiency in Microsoft Excel.
+ Strong organizational skills with the ability to coordinate multiple priorities and meet deadlines.
+ Experience with Texas Tech systems such as Banner, Cognos Reporting and Techbuy.

**Department:**

Student Business Services

**Required Attachments:**

Professional/Personal References, Resume / CV

**Job Type:**

Full Time

**Shift:**

Day

**Required Qualifications:**

Proficiency in written and mathematical processes that may be reflected by the completion of high school or the equivalent.

Four years progressively responsible clerical experience, including 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

**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:**

Established in 1923, Texas Tech University is a Carnegie R1 (very high research activity) Doctoral/Research-Extensive, Hispanic Serving, and state-assisted institution.

Located on a beautiful 1,850-acre campus in Lubbock, a city in West Texas with a growing metropolitan-area population of over 300,000, the university enrolls over 40,000 students with 33,000 undergraduate and 7,000 graduate students.

As the primary research institution in the western two-thirds of the state, Texas Tech University is home to 10 colleges, the Schools of Law and Veterinary Medicine, and the Graduate School.

The flagship of the Texas Tech University System, Texas Tech is dedicated to student success by preparing learners to be ethical leaders for a diverse and globally competitive workforce.

It is committed to enhancing the cultural and economic development of the state, nation, and world.
About Lubbock:Referred to as the “Hub City” because it serves as the educational, cultural, economic, and health care hub of the South Plains region, Lubbock boasts a diverse population and a strong connection to community, history, and land.

With a mild climate, highly rated public schools, and a low cost of living, Lubbock is a family-friendly community that is ranked as one of the best places to live in Texas.

Lubbock is home to a celebrated and ever-evolving music scene, a vibrant arts community, and is within driving distance of Dallas, Austin, Santa Fe, and other major metropolitan cities.

Lubbock’s Convention & Visitors Bureau provides a comprehensive overview of the Lubbock community and its resources, programs, events, and histories.

**Job Family:**

Organizational Administration

**Job Sub Family:**

Administrative Operations

**Knowledge, Skills, and Abilities:**

+ Solid Administrative skills
+ Excellent oral and written communication skills
+ Excellent time management and organization skills
+ Ability to multitask and prioritize responsibilities in a fast paced environment
+ Working knowledge of Microsoft Office Programs

**Hourly Pay Range:**

$19.47 - $25.29 - $31.15

Required Skill Profession

Other General