Administrative Assistant

Lubbock

39447BR

Engineering

Position Description

In this position you will perform routine administrative assistance work for the Senior Associate Dean and Associate Dean for Research & Graduate Programs. You will be the first contact for visitors to the dean's office suite presenting a friendly and inviting environment. You will need to show initiative, have great attention to detail, and maintain confidentiality.

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.

About the Department and/or College

The Whitacre College of Engineering (WCOE) was one of the university's original four colleges founded in 1925 and later renamed in honor of Edward E. Whitacre, Jr. The WCOE has seven departments and approximately 4800 undergraduate and 1300 graduate students. There are approximately 220 faculty/instructors and 115 staff in the college. "We are a regionally rooted first class engineering college with national and worldwide impact."

The Dean's Office in the Whitacre College of Engineering (WCOE) is dedicated to the success of our faculty, students and staff. This team serves as the leadership and operational hub of the college, guiding academic programming, faculty affairs, research initiatives, and student support, while balancing essential administrative functions. We value dedication, integrity, and hard work, fostering a supportive community that encourages collaboration, creativity and effectiveness. We believe our roles are crucial to the functioning of the entire college. Its leadership shapes the educational experience for students, drives impactful research, manages resources effectively, and ensures that the college maintains strong ties to industry, the community, and our alumni.

Major/Essential Functions

• First contact to the dean's office for many faculty staff and engineering students setting positive tone for the department.
• Coordinates the schedules, appointments, calendars of Senior Associate Dean and Associate Dean for Research & Graduate Programs. Arranges meetings, events, conference or zoom calls. Plans travel itineraries, processes travel submission for two deans.
• Perform duties that include assisting in coordination and a variety of other responsibilities in supporting the MS engineering program including logistics of student orientation and first contact for student well being, and in supporting of global experience of undergraduates.
• Assists in scheduling meetings for Tenure and Promotion Processes. Organizes and processes
• documentation related to Tenure and Promotion.
• Reception focal point for engineering students involved in graduate programs.
• Prepares materials for meetings, as well as follow-up minutes, other clerical support, coordination and issues that influence the work of the college of engineering.
• Assists the Senior Associate Dean and Associate Dean for Research & Graduate Programs with meetings or reviews related to Lecturers and Professors of Practice directly reporting to Deans Office.
• Provides staff support to the Faculty, Staff and Student Award Committees. Prepares time sensitive correspondence, coordinates award packages, analyzes and corrects award applications as required improving original product and coordinates awards committee meetings.
• Coordinates scheduling, records notes and publishes minutes of Accreditation Board for Engineering and Technology (ABET) meetings.
• Entry of general graduate scholarships for WCOE and communication with those seeking graduate scholarships from the college.
• Monitoring/management of graduate scholarship mailbox.
• Perform a variety of duties in the office including making purchases, sorting mail, restocking the kitchen and other responsibilities to support and contribute to the success of our office.
• Assists with arrangement and execution of WCOE functions and events.
• Assists the Senior Associate Academic Dean and Associate Dean of Research and Graduate Programs with other duties as needed.

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.

Preferred Qualifications

Excellent Communication skills, both written and verbal. Ability to work with a diverse group of students, faculty, and staff. Detail oriented. Ability to take initiative.

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

Optional Attachments

Other Documents Supporting Qualifications

Job Type

Full Time

Pay Basis

Hourly

Minimum Hire Rate

16.43

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

Grant Funded?

No

Job Group

Executive and Admin Assistants

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.