Job Description

Extended Job Title
Administrative Assistant

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
25268BR

Travel Required
Up to 25%

Major/Essential Functions
  • Provides direct clerical and administrative assistance support to the Office of Graduate Medical Education (GME) including, maintaining calendars, coordinating appointments, scheduling meetings, answering incoming phone calls & emails, typing correspondence, and preparing various reports & documents
  • Responsible for setting up and coordinating purchase order accounts and reconciling P-Card expenses
  • Process and track all office supply purchase orders for GME through approved vendor selection
  • Coordinate GME special events. Place catering order(s) and assist during events as needed/directed. Submits maintenance work orders as needed
  • Responsible for  maintaining budget expense logs


Grant Funded?
No

Minimum Hire Rate
12.42

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 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

Occasional Duties
  • Distribute and open packages, including verification of goods, and create a quantity receipt in TechBuy.
  • Responsible for maintaining and tracking GME equipment and disposable office inventory.  Document, monitor and keep record of inventory per TTUHSCEP policies and procedures. Track GME office property/ inventory and manage annual reporting. Process surplus items.
  • Continuous professional development on specific job functions.
  • Provide cross-training sessions for GME Staff on specific job functions of the Administrative Assistant position to include, but not limited to, conducting group or individual training sessions.
  • Assist with incoming residents/fellows onboarding and exit clearance processes. Perform data entry and filing, as needed, for maintenance of administrative and program documentation.
  • Serve as the Unit Safety Officer (training is provided).
  • Assist with new employee hiring process (onboarding & exiting).
  • Performs other related duties as determined by Associate Dean and Sr. Director.


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.

Application Instructions

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