Administrative Assistant (GME/Alberta)

Extended Job Title
Administrative Assistant (GME/Alberta)

Org Level 1
Texas Tech Unv Hlth Sci Ctr El Paso

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.

Requisition ID
35026BR

Travel Required
Up to 25%

Major/Essential Functions

• Provides direct clerical & administrative assistance support to the Office of Graduate Medical Education (GME), maintaining calendars, coordinating appointments, scheduling meetings, answering incoming phone calls & emails, typing correspondence, & preparing various reports & documents. Excellent communication skills to handle clerical and administrative support. Establish & maintain effective & excellent working relations. 
• Follow purchasing policies and procedures. Responsible for purchase order accounts & reconciling P-Card expenses. Process/track all office supply purchase orders through approved vendor selection. Process, collect, reconcile & ensure P-Card monthly receipts, expense reports, & required documentation are submitted in compliance w/purchasing deadlines. Prepare & submit purchase reqs for PO processing. Confirm vendor payment is processed and close paid POs on a monthly basis. Invoices for POs, services, and merchandise must be submitted to accounts payable within established guidelines. Confirm that encumbrances are being processed within established policy guidelines. 
• Coordinate and plan GME monthly meetings & special events. Responsible for preparing timely catering pre-approval documentation. Attain food allergies and religious meal limitations from attendees. Place catering order(s) and assist during all events.  Ensure catering expenses are kept w/in budget limits. Maintain vendor catering list up to date and report account balances. Submit maintenance work orders for any items related to these duties.
• Follow policies and procedures related to budget expenses. Accurately track GME expenditures in the budget expense log. Must maintain annual budget expense log. Analyze expense reports, verify all purchases. Review with Sr. Director as requested.
• Receive, open, verify, process and distribute packages  and submit receipts in TechBuy. 
• Follow policies and procedures to process new inventory. Document, monitor, keep a record of inventory, & surplus items. Responsible for maintaining and tracking GME equipment and disposable office inventory. Track GME office property/inventory and manage annual reporting. Request tags for property within two business days of receiving item(s). Track to assure the respective inventory items are tagged and logged in the system. Ensure authorization forms are completed for GME office property assigned to staff. Complete & submit required forms for transfer of property and surplus. Complete institutional or office reports by required deadline(s) or as requested. Report any discrepancies to Sr. Director as soon as they are identified.
• Continuous professional development on specific job functions. As a component of the GME office commitment to professional development, complete tutorials, webinars or live training related to job specific functions. Employee must submit documentation of completed courses by end of calendar year as part of the employee’s performance assessment process.
• As part of the GME dedication to staff development, employee will prepare power point presentations of the Admin Assistant job-specific procedures, providing cross-training & to allow completion of tasks by staff covering when employee is out of the office.
• Good comprehension of ACGME requirements and GME policies & procedures. Assist with incoming residents/fellows onboarding and exit clearance processes. Perform onboarding and exit clearance data entry and filing in respective electronic files and in the Residency Management System. 
• Serve as the Unit Safety Officer. Knowledge of institutional Unit Safety Officer policies & procedures. Attendance and/or participation to Unit Safety Officer events/meetings will require approval from the Sr. Director. 

Grant Funded?
No

Minimum Hire Rate
Compensation is commensurate upon the qualifications

Pay Basis
Hourly

Work Location
El Paso

Preferred Qualifications

• Associates Degree is preferred
• Good knowledge of purchase orders, direct pay, invoicing, credit card reconciliation, cash receipts, inventory, and property management.
• Knowledge in scanning and electronic filing.
• Experience with interpretation of policies related to job position functions.
• Excellent time management, organizational, and customer service skills.
• Excellent writing, editing and communication skills.
• Good computer skills (Word, Excel, Power Point, Databases, etc.)

Campus
HSC - El Paso

Department
Resident General 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
As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

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.

Does this position work in a research laboratory?
No

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.