Job Description

Extended Job Title
Executive Admin Assoc - Compliance

Org Level 1
Texas Tech Univ Health Sciences Ctr

Org Level 7
101021 - Inst Compliance Oversight Lbk

Position Description
Performs administrative and coordinative work in the Office of a Vice President or above to ensure the smooth operation and functioning of the office. Responsibilities involve the application of constructive measures and appropriate solutions to complex procedural and administrative matters. Duties may also include the coordination of office procedures and policies and high level secretarial support. May supervise office/clerical staff and possibly administrative support staff.

Requisition ID
22041BR

Optional Attachments
Professional/Personal Reference, Professional License/Certification

Travel Required
Up to 25%

Major/Essential Functions
  • Provides support to the Institutional Compliance Office. Works closely with ICO on daily schedules and compliance issues that arise. Answers phones and date stamps incoming mail for ICO. Manages and maintains an effective filing system for ICO.
  • Coordinates special projects and events, office activities and committee meetings. Schedules meeting/conference rooms and arranges for audio or Techlink capabilities. Copies and distributes documents and information relevant to scheduled meetings and activities.
  • Maintains Microsoft Outlook calendar for ICO. Assures the ICO is made aware of all scheduled obligations and events.
  • Meeting preparation for ICO. Folders and/or documents prepared in advance for meetings. Meet with ICO prior to the close of a business day to prepare for the following workday.
  • Initiates travel plans, makes reservations, produces itineraries, and processes expense reimbursement documents for ICO and others as needed. Makes economical Airline, car and/or hotel reservations. Prepares trip itineraries, and arrange meetings as appropriate. Prepares registration and documents for travel. Prepares all travel records accurately and submits travel reimbursement documents within 2 days following completion of travel.
  • Maintains procurement card for the OIC. Maintains procurement card log to remain compliant in accordance with TTUHSC policies.
  • Records meeting minutes. Takes notes as requested by the ICO at requested committee meetings and prepares the minutes. Distributes minutes and agenda as requested by the ICO.
  • Manages memberships and registrations for OIC staff. Renews memberships yearly for OIC staff, registers staff for conferences.
  • Assists in budget oversight. Reviews operational ledgers on a monthly basis with ICO. Keeps track of expenditures to ensure accuracy and forecasting budget expenditures. Attends Banner and Cognos meetings and keeps staff updated on any new administrative procedures.
  • Sorts and distributes mail as it is received throughout the day.
  • Conducts monthly sanctions checks. Conducts monthly sanction checks to verify whether TTUHSC employees or vendors are excluded from participation in any federal and/or state health care programs; reports findings to appropriate personnel.
  • Provides compliance updates to the compliance team on a weekly basis. Distributes information from various government, industry, and legal listserves to the compliance team on a weekly basis, and post newsletters to the shared drive.
  • Posts and manages available open job postings. Posts available position to the TTUS careers website; stays up to date on applicants; processes all applicants through the workflow process; prepare staff Position Descriptions. Prepares ePAFs for all the new/terminating staff and salary changes. Prepares and organize computer setup, keys, and badges for new staff. Process EOPs as necessary.
  • Serves as Unit safety officer for the Office of Institutional Compliance. Conducts annual safety reviews, coordinates emergency evacuation procedures and ensures departmental compliance with regard to safety requirements; timely assists in reporting work-related injuries of staff in accordance with TTUHSC policies.
  • Maintains an inventory list for the Office of Institutional Compliance. Completes the yearly inventory update in accordance with TTUHSC policies.
  • Other duties as assigned. Completes other duties as assigned by ICO.


Grant Funded?
No

Minimum Hire Rate
18.24

Pay Basis
Hourly

Work Location
Lubbock

Preferred Qualifications
Good communication skills. Excellent writing skills. Proficient with spreadsheet and database software. Good customer service skills. A high level of integrity and trust.

Campus
HSC - Lubbock

Department
Inst Compliance Oversight Lbk

Required Attachments
Cover Letter, Recommendation/Referral, Resume / CV

Job Type
Full Time

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 on the Human Resources webpage.

Job Group
Executive and Admin Assistants

Shift
Day

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.

Required Qualifications
Bachelor's degree plus 4 years skilled administrative experience; OR a combination of education and/or related experience to equal 8 years.

Does this position work in a research laboratory?
No

Application Instructions

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