What are the responsibilities and job description for the Assistant to the Chair (Surgery/Alberta) position at Texas Tech Unv Hlth Sci Ctr El Paso?
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Assistant to the Chair (Surgery/Alberta)
Position Description
The Assistant to the Chair will provide a broad and deep range of support services to the Chair of the Department, while overseeing and contributing to the general functioning and business operations of the department. As a high-level administrative assistant to the Chair, the incumbent will manage confidential correspondence and materials; assist with budget preparation, management and reporting as directed; coordinate schedules and travel arrangements; organize events; and ensure the Chair is apprised of issues and concerns (including those of highly-sensitive matter). This position will also provide administrative support to the clinical department administrator as needed.
Requisition ID
40050BR
Work Location
El Paso
Org Level 1
Texas Tech Unv Hlth Sci Ctr El Paso
Campus
HSC - El Paso
Department
Surgery Dept Elp Genl
Major/Essential Functions
Draft, edit, research, compile, and conduct thorough follow-up on correspondence. Maintain confidentiality of, and manage distribution of correspondence and materials. Includes but not limited to meetings, projects, and presentations; prepare reports, meeting minutes, and presentation materials for committees and initiatives
Coordinate schedules and travel arrangements
Assist with budget preparation, management and reporting in concert with the clinical department administrator
ssure the Chair is apprised of issues and concerns (including those of highly-sensitive matter)
Organize events on behalf of the department and at the request of the Chair: schedule facilities and services; publicize programs; collaborate with departments (i.e., Institutional Advancement), faculty, staff, and the public as required
May assist with the management of project grants
Oversee special initiatives such as the coordination and communication with community partners in service of the Chair’s responsibilities
Respond to daily requests that are complicated or sensitive and necessitate an appropriate setting of expectations and prioritization
Field telephone calls and emails. Respond independently to inquiries and requests for information from external sources
Act as the central point of communication between the Chair and medical/program directors
Support the Chair and clinical department administrator in processing faculty appointments including tenure/non-tenure-track and instructor appointments as well as other faculty paperwork including absences and sabbaticals
Serve as the primary administrative support to the clinical department administrator
Serve as the primary liaison to the HR Department for inter-departmental recruitments (faculty, staff, temp hires); track and process all steps electronically via designated HR software, and in accordance with HR requirements
Submit departmental requests for salary reviews, reclassifications, replacement positions and new positions via PASS. Submit departmental requests to HR for Executive Hiring Committee approval as required
Coordinate and oversee onsite faculty/provider recruitment visits
Oversee the approval of purchases related to office supplies
Personally demonstrate, display, and act in accordance with TTUHSC EP’s values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Serve as a value’s leader while actively promoting and encouraging staff across the institution
Understand and is compliant with all University policies, procedures and regulations, including financial and human resources policies
Perform all other duties as assigned
Required Qualifications
Bachelors Degree required in related area
Minimum three (3) years of progressively responsible administrative experience
Previous supervisory experience
Preferred Qualifications
Master’s Degree in Business Administration or related field
Bilingual in English and Spanish
Demonstrated competency in data analysis and financial acumen
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.
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
Does this position work in a research laboratory?
No
Required Attachments
Cover Letter, Resume / CV
Optional Attachments
Transcript
Job Type
Full Time
Pay Basis
Monthly
Minimum Hire Rate
Compensation is commensurate upon the qualifications
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 the Human Resources website.
Travel Required
Up to 25%
Shift
Day
Grant Funded?
No
Job Group
Executive and Admin Assistants
Job Expires
02/12/2025
Assistant to the Chair (Surgery/Alberta)
Position Description
The Assistant to the Chair will provide a broad and deep range of support services to the Chair of the Department, while overseeing and contributing to the general functioning and business operations of the department. As a high-level administrative assistant to the Chair, the incumbent will manage confidential correspondence and materials; assist with budget preparation, management and reporting as directed; coordinate schedules and travel arrangements; organize events; and ensure the Chair is apprised of issues and concerns (including those of highly-sensitive matter). This position will also provide administrative support to the clinical department administrator as needed.
Requisition ID
40050BR
Work Location
El Paso
Org Level 1
Texas Tech Unv Hlth Sci Ctr El Paso
Campus
HSC - El Paso
Department
Surgery Dept Elp Genl
Major/Essential Functions
Draft, edit, research, compile, and conduct thorough follow-up on correspondence. Maintain confidentiality of, and manage distribution of correspondence and materials. Includes but not limited to meetings, projects, and presentations; prepare reports, meeting minutes, and presentation materials for committees and initiatives
Coordinate schedules and travel arrangements
Assist with budget preparation, management and reporting in concert with the clinical department administrator
ssure the Chair is apprised of issues and concerns (including those of highly-sensitive matter)
Organize events on behalf of the department and at the request of the Chair: schedule facilities and services; publicize programs; collaborate with departments (i.e., Institutional Advancement), faculty, staff, and the public as required
May assist with the management of project grants
Oversee special initiatives such as the coordination and communication with community partners in service of the Chair’s responsibilities
Respond to daily requests that are complicated or sensitive and necessitate an appropriate setting of expectations and prioritization
Field telephone calls and emails. Respond independently to inquiries and requests for information from external sources
Act as the central point of communication between the Chair and medical/program directors
Support the Chair and clinical department administrator in processing faculty appointments including tenure/non-tenure-track and instructor appointments as well as other faculty paperwork including absences and sabbaticals
Serve as the primary administrative support to the clinical department administrator
Serve as the primary liaison to the HR Department for inter-departmental recruitments (faculty, staff, temp hires); track and process all steps electronically via designated HR software, and in accordance with HR requirements
Submit departmental requests for salary reviews, reclassifications, replacement positions and new positions via PASS. Submit departmental requests to HR for Executive Hiring Committee approval as required
Coordinate and oversee onsite faculty/provider recruitment visits
Oversee the approval of purchases related to office supplies
Personally demonstrate, display, and act in accordance with TTUHSC EP’s values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Serve as a value’s leader while actively promoting and encouraging staff across the institution
Understand and is compliant with all University policies, procedures and regulations, including financial and human resources policies
Perform all other duties as assigned
Required Qualifications
Bachelors Degree required in related area
Minimum three (3) years of progressively responsible administrative experience
Previous supervisory experience
Preferred Qualifications
Master’s Degree in Business Administration or related field
Bilingual in English and Spanish
Demonstrated competency in data analysis and financial acumen
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.
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
Does this position work in a research laboratory?
No
Required Attachments
Cover Letter, Resume / CV
Optional Attachments
Transcript
Job Type
Full Time
Pay Basis
Monthly
Minimum Hire Rate
Compensation is commensurate upon the qualifications
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 the Human Resources website.
Travel Required
Up to 25%
Shift
Day
Grant Funded?
No
Job Group
Executive and Admin Assistants
Job Expires
02/12/2025
