Executive Associate for SON Dean

Texas Tech University - Health Sciences Center; Lubbock (TX); On-site; USD 50,000 - 60,000; Full time

Job summary

Texas Tech University Health Sciences Center is seeking an Executive Associate for the SON Dean in Lubbock. The role supports an executive officer with administrative coordination, budgeting, and program implementation while ensuring high-level office functionality.

The successful candidate will manage the Dean’s calendar, plan meetings and travel, prepare agendas and minutes, and handle confidential records.

Qualifications

• Bachelor's degree required in related area plus six years progressively responsible administrative experience including supervisory experience; OR a combination of education and/or experience to equal ten years.

Responsibilities

• Maintain Dean's calendar, schedule meetings, prepare agendas and record minutes.
• Arrange Dean’s travel including reservations, accommodations and reimbursements.
• Maintain confidential records for the Dean and related personnel dossiers.
• Coordinate and draft routine correspondence and mail.
• Draft monthly newsletters for the Dean and coordinate communications with alumni and community stakeholders.
• Attend committees and meetings as a representative of the SON Dean’s office.
• Provide administrative support for executive councils and other meetings.
• Prepare and circulate meeting agendas and minutes, and manage materials for committees.
• Liaise with the public, administrators, faculty, staff, and students to ensure smooth operations.
• Assist with office organization and procurement of supplies.

Skills

Administrative support

Calendar management

Budgeting

Supervisory experience

Executive support

Education

Bachelor's degree

Job description

Executive Associate for SON Dean

Position Description

This Position is Open to TTUHSC Employees Only

Performs administrative and coordinative work in direct supportofan executive officer, including such functions as planning,budgeting, supervision and program implementation and evaluation.Performs responsible and complex office support duties, thusrelieving the administrator of these duties. Work is performedunder administrative supervision with evaluation based on resultsobtained.

Requisition ID

45856BR

Travel Required

Up to 25%

Pay Grade Maximum

60,000

Major/Essential Functions

• Maintain Dean's calendar, help schedule and plan meetings,provide agendas, and record meeting notes and minutes.
• Arrange Dean’s travels, including but not limited to makingreservations, accommodations, booking airlines, registering andpreparing itineraries, and completing appropriate travel forms andreimbursements.
• Maintain confidential and routine records for the Dean,including faculty, staff, and student files.
• Initiate and respond to routine correspondence and mail notrequiring the Dean’s attention.
• Source the updates and draft the monthly newsletter for theDean.
• Serve as liaison for the SON and External Relations regardingcontacts with alumni and community stakeholders.
• Attend meetings and serve on committees, including but notlimited to the Executive Council, Staff Council and various taskforces.
• Act as administrative assistant for Executive Council, AdvisoryCouncil, and other meetings.
• Plan and circulate agendas, handouts that correspond closelywith committee members, such as record and circulate minutes.
• Maintain frequent contact with the public, otheradministrators, faculty, staff, and students.
• Arrange meetings and details related to the general public,HSC, University, city, and state dignitaries and guests.
• Compile and store information for nursing-related professionalreports.
• Assist with overall office organization, such as collaboratingwith other dean’s suite members to maintain the Dean’s suite andorder supplies for the office.
• Review and submit online Affidavits of Graduation for all BSNstudents on behalf of the Dean.
• Handle all staff support for VP and Dean Searches. Thisincludes attending meetings, preparing and circulating agendas,taking and retaining minutes, scheduling meetings, correspondingwith the Provost’s Office, etc.
• Ensure that the President’s List and Dean’s List Certificatesfor students each semester are prepared and mailed.
• Prepare and disseminate student appeal outcomes in closecollaboration with the Associate Academic Dean.
• Maintain and submit accurate Purchasing Card records.
• Compile and submit data related to the HSC Fact Book.
• Distribute mail for Dean’s Suite.
• Create and maintain a desk manual for this position.

Grant Funded?

No

Pay Grade Minimum

50,000

Pay Basis

Monthly

Work Location

Lubbock

Preferred Qualifications

• Experience meeting short and long-term deadlines.
• Experience as an executive assistant.
• Current TTUHSC employee.

Department

SON Lbk Genl

Job Type

Full Time

Pay Statement

Compensation is commensurate upon the qualifications of theindividual selected and budgetary guidelines of the hiringdepartment, as well as the institutional pay plan. For additionalinformation, please reference the institutional pay plan website at https://app4.ttuhsc.edu/payplan .

Shift

Day

EEO Statement

All qualified applicants will receive consideration for employmentwithout regard to race, color, religion, sex, national origin, age,disability, genetic information or status as a protectedveteran.

Required Qualifications

Bachelor's degree required in related area plus six yearsprogressively responsible administrative experience includingsupervisory experience; OR a combination of education and/orexperience to equal ten years

Does this position work in a research laboratory?

No

Navy Enlisted Classification Code

AZ, YN, 641x, 741X

Army Military Occupational Specialty Code

36B, 42A, 56M

Air Force Specialty Code

3A1X1, 8A200

Marine Military Occupational Specialty Code

0111

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and CampusCrime Statistics Act is a federal statute requiring colleges anduniversities participating in federal financial aid programs tomaintain and disclose campus crime statistics and securityinformation. By October 1 of each year, institutions must publishand distribute their Annual Campus Security Policy & CrimeStatistics Report (ASR) to current and prospective students andemployees. To view this report, visit the TTUHSC Clery Act websiteat https://www.ttuhsc.edu/compliance/clery-report.aspx.

Introduction

Nationally recognized as a Great College to Work For ,TTUHSC provides much more than just a job! Enjoy excellent benefits , including paid leave,retirement plans, wellness programs, health insurance and so muchmore. Ready to start building a rewarding career in a positiveenvironment where you can develop and thrive? Join us as wechange the future of health care.

About TTUHSC

Texas Tech University Health Sciences Center is enriching the livesof others by educating students, providing excellent patient care,and advancing knowledge through innovative research. TTUHSCgraduates more health care professionals than any other health careinstitution in the state, conferring 24.2% of all degrees andcertificates awarded from health-related institutions in Texas. Byproviding comprehensive clinical services to more than 10 millionindividuals across 121 counties, TTUHSC is dedicated to advancingthe health of people throughout Texas and beyond. This is whereworld-class education meets compassionate patient care – and webelieve that our people are the reason for our institution’slasting success and bright future.

Benefits

TTUHSC is committed to creating an environment where our teammembers can do their best work, with programs and benefits to support head-to-toe well-being.Explore just a few of the advantages of being a TTUHSC team member:

• Health Plans + Supplemental Coverage Options –Individual health insurance provided at no cost for full-time teammembers
• Paid Time Off – Including holidays, vacation, sick leaveand more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace

Additionally, TTUHSC invests in the success of our team members byproviding opportunities for personal and professional growth,including lifelong learning programs, recognition programs, andhealth and wellness initiatives. Team members also enjoy a varietyof other perks, such as special membership rates at local gyms andgolf courses, access to state-of-the-art software and facilities,and discounts on travel, technology, entertainment and more.

Visa Information

TTUHSC, at its sole discretion, may initiate new H-1B I-129 visapetitions in accordance with the directive issued by GovernorAbbott. Approval from the Texas Workforce Commission is required.On a limited, case-by-case basis, the institution may also sponsoreligible individuals for change-of-status or change-of-employerpetitions for qualifying positions. TTUHSC will not pay the$100,000 fee, if applicable.