Administrative Business Assistant

Serves as the principal secretarial support to a department head. This classification is restricted for use in the office of a chairperson of a large academic department, a director of a large approved center or institute, a director of a budgeted large administrative department, or a higher-level administrative officer. Responsible for independent performing highly responsible and confidential clerical duties. May be selected to supervise clerical staff and/or assume considerable responsibility for office management. A thorough knowledge of the policies and procedures of the employing unit as well as a familiarity with overall University policy is necessary to conduct the assigned work.

Performance evaluation is based on the coordination and accomplishment of office activities within established policies.

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• Serves as administrative assistant to the Chair of Heritage and Museum Sciences.
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• Assists Chair with financial matters, including monthly reports, tracking expenditures, and real-time account balances.
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• Assists Graduate Advisor with program data collection and reporting. Assists with maintaining alumni records and databases, multiplicity database, and job placement database.
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• Works with the Graduate Advisor to assist prospective and current students. Assists current students with administrative and business matters.
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• Assists the Graduate Advisor with student recruitment efforts.
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• Assists Chair and Associate Chair with essential data compilation and reporting for Texas Higher Education Coordinating Board 5 and 10-year reviews and SACSCOC accreditation 5 and 10-year reviews.
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• Assists the Graduate Advisor in the admissions process and prepares admission records; updates admission records; prepare new student folders; tracks checklists of student requirements. Complies with FERPA and Gramm-Leach-Bliley Act.
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• Coordinates the internal and external flow of communication with HMS faculty and students.
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• Interacts with other TTU departments (e.g., Graduate School, Student Business Office, Registrar, Academic Support, Facilities Resources) as needed.
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Proficiency in written and mathematical processes that may be reflected by the completion of high school or the equivalent. Four years progressively responsible clerical experience, including one-year supervisory experience. Additional education and/or related experience to equal four years may substitute on a year for year basis.

This position requires eligibility to drive TTU vehicles, including a valid U.S. driver license and two years of driving experience.