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Administrative Assistant

4 months ago

Lubbock, United States Texas Tech University Full time

Major/Essential Functions

Manages the day-to-day office operations for the Managing Director of Emergency Operations. Including but not limited to: email correspondence, scheduling and purchasing. Deliver a high level of internal and external customer service providing the necessary information to stakeholders as needed.

Assist the Managing Director with HR initiatives such as position descriptions, annual evaluations and review, posting of vacancies and hiring matrix. Assisting both the Managing Director and Assistant Director with annual review of Emergency Action Plans, Emergency Management Plan, Annexes and updating master contact information.

Supports the Managing Director with various business/administrative duties to ensure communication between EM is accurate and our Stakeholders receive the resources needed. Access and analyze various financial and HR reports to validate EM and FMO have the resources needed to operate within their financial responsibility. Understanding and knowledge of budgeting and accounting principles to provide support with annual budget prep and reports.

Complete any departmental purchases via TechBuy, Procurement Card, and Travel for both the Emergency Operations Office and Fire Marshals Office. Reconcile all expenditures through the Procurement System in a timely manner.

Preferred Qualifications

5 years’ experience working in a business office setting. Knowledge of Microsoft Word, Excel, and Outlook; other computer skills a plus. Experience supervising others.

Ability to communicate effectively with a diverse range of colleagues and members. Ability to consistently deliver a high-level of customer service to colleagues and members. Ability to proactively plan and organize work for self.

Exercise discretion when faced with a variety of problems to arrive at the best and most reasonable decision related to fiscal and personnel management. Ability to effectively reduce and address issues of conflict. Ability to effectively prioritize goals. Ability to take direction.

Work both independently with little supervision but also to work as a member of a team. Ability to multi-task in a fast-paced environment. Ceate and maintain positive working relationships with others. Ability to consistently deliver a high-level of customer service. Knowledge/experience in working with university software systems. Examples include Banner/Cognos/Chrome River/BrassRing.

About the Department and/or College

The Texas Tech Office of Emergency Management (TTOEM) is charged with coordinating all emergency management and preparedness activities for the University. TTOEM also coordinates the development of emergency plans, including but not limited to, the Texas Tech Emergency Management Plan (TTUEMP), Emergency Actions Plans (EAP), Incident Action Plans (IAP), and the Continuity of Operations Plans (COOP).
 

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.