Position Description

Performs responsible and complex duties associated with a specialized function of a section of clerical employees. Duties may be generally described as planning, assigning, coordinating, directing, scheduling, evaluating, verifying, training, and processing of information. Thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgments are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within University policies and procedures. Job performance is based on overall operational effectiveness.

About the Department and/or College

The J. T. & Margaret Talkington College of Visual & Performing Arts is looking for a Senior Business Assistant to support our Student Success Team and provide general administrative support to the Dean’s Office. Our office is in the beautiful new Maedgen Theatre & Dance Complex.

Major/Essential Functions

• As the primary front of the office delegate, represent the dean’s office in a professional manner to students, staff, faculty, alumni, vendors, academic administration, and other stakeholder groups. Provide excellent internal and external customer service via phone, e-mail, and in-person.  Be knowledgeable of campus resources and refer students, faculty, and staff as appropriate.
• Open the office at 8:00 am weekdays.
• Answer the main line, cover reception area, assign supplemental parking, and schedule conference room.
• Assist the Business Coordinator with purchase orders as needed.
• Monitor the front office, conference room, and break room for cleanliness/orderliness. Work with staff to ensure the office is properly kept and supplied. Ensure that the front office provides a professional appearance for guests and visitors.
• Assist the IT Manager and Director of Finance and Administration in inventory tracking.
• Place Amazon orders, register student success team for conferences, etc. when requested and reconcile these PCard charges monthly.
• Provide administrative travel support to the student success team and recruiting including planning, funding, and reimbursement. Reconcile PCard transactions for student success team.
• Provide clerical and secretarial support for student success team by helping with events, monitoring inventory of promotional materials, and scanning student related documents as requested.
• Provide clerical work and administrative support for the Associate Deans and Director of Marketing.
• Assist with office and document management and other filing or organization support.
• Assist Director of Finance & Administration with Student Assistants.
• Monitor supplies and place orders as needed.
• Act as Emergency Action and SECC Coordinator for the College.
• Monitor the college email addresses.
• Communicate effectively with direct supervisor and with the Business Coordinator specifically regarding backup needs for the front office.
• This position reports directly to the Director of Finance and Administration and works closely with the Student Success Team, Associate Deans, Director of Marketing, Business Coordinator, and Student Assistants.

Required Qualifications

A minimum of a high school diploma or the equivalent. Three years progressively responsible clerical experience. Additional education and/or related experience to equal three years may substitute on a year for year basis.

Preferred Qualifications

• Experience with Microsoft Office Products.
• Good time management skills.
• Previous experience with Texas Tech systems.

Safety Information

Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.

Does this position work in a research laboratory?

No

Required Attachments

Cover Letter, Professional/Personal References, Resume / CV

Job Type

Full Time

Pay Basis

Hourly

Minimum Hire Rate

15.20

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 by visiting www.depts.ttu.edu/hr/payplan.

Travel Required

None

Shift

Day

Schedule Details

Monday – Friday 8am to 5pm

Grant Funded?

No

Job Group

Office and Admn Wkrs All Other

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.