Executive Associate for SON Dean

Texas Tech University Health Sciences Center; Lubbock (TX); On-site; USD 56,000 - 76,000; Full time

Benefits offered by this job

Health plans + supplemental coverage

Paid time off

Retirement plans

Wellness programs

Certified Mother-Friendly Workplace

Job summary

Texas Tech University Health Sciences Center is seeking an experienced Administrative Assistant to the Dean to provide high-level coordination and support for the Dean and Dean's Suite in the Office of the President. The role includes managing schedules, travel arrangements, and confidential records, while coordinating with academic and administrative offices.

Responsibilities include preparing agendas, minutes, and newsletters; liaising with External Relations; supporting committee work and

Qualifications

• Bachelor's degree 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
• Experience meeting short and long-term deadlines
• Experience as an executive assistant
• Current TTUHSC employee

Responsibilities

• Maintain Dean's calendar, help schedule and plan meetings, provide agendas, and record meeting notes and minutes.
• Arrange Dean’s travels, including reservations, accommodations, flight bookings, itineraries, and reimbursements.
• Maintain confidential and routine records for the Dean, including faculty, staff, and student files.
• Source updates and draft the monthly newsletter for the Dean.
• Serve as liaison for the SON and External Relations with alumni and community stakeholders.
• Attend meetings and serve on committees including Executive Council, Staff Council and task forces.
• Plan and circulate agendas and minutes for committees and meetings.
• Maintain frequent contact with the public, administrators, faculty, staff, and students.
• Prepare and disseminate student appeal outcomes in collaboration with the Associate Academic Dean.
• Maintain and submit Purchasing Card records and HSC Fact Book data.
• Create and maintain a desk manual for this position.

Skills

Deadline management

Executive assistant experience

Supervisory experience

Current TTUHSC employee

Education

Bachelor's degree in related area

Ten years total administrative experience

Job description

Position Description

This Position is Open to TTUHSC Employees Only

Performs administrative and coordinative work in direct support of an executive officer, including such functions as planning, budgeting, supervision and program implementation and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision with evaluation based on results obtained.

• 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 making reservations, accommodations, booking airlines, registering and preparing itineraries, and completing appropriate travel forms and reimbursements.
• Maintain confidential and routine records for the Dean, including faculty, staff, and student files.
• Initiate and respond to routine correspondence and mail not requiring the Dean’s attention.
• Source the updates and draft the monthly newsletter for the Dean.
• Serve as liaison for the SON and External Relations regarding contacts with alumni and community stakeholders.
• Attend meetings and serve on committees, including but not limited to the Executive Council, Staff Council and various task forces.
• Act as administrative assistant for Executive Council, Advisory Council, and other meetings.
• Plan and circulate agendas, handouts that correspond closely with committee members, such as record and circulate minutes.
• Maintain frequent contact with the public, other administrators, 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 professional reports.
• Assist with overall office organization, such as collaborating with other dean’s suite members to maintain the Dean’s suite and order supplies for the office.
• Review and submit online Affidavits of Graduation for all BSN students on behalf of the Dean.
• Handle all staff support for VP and Dean Searches. This includes attending meetings, preparing and circulating agendas, taking and retaining minutes, scheduling meetings, corresponding with the Provost’s Office, etc.
• Ensure that the President’s List and Dean’s List Certificates for students each semester are prepared and mailed.
• Prepare and disseminate student appeal outcomes in close collaboration 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.

Required 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

Preferred Qualifications

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

Benefits

TTUHSC is committed to creating an environment where our team members 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 team members
• Paid Time Off – Including holidays, vacation, sick leave and more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace

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

EEO Statement

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