"FSS Administrative Assistant"

Extended Job Title

FSS Administrative Assistant

Position Description

Performs routine administrative support or technical program assistance work. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Requisition ID

43390BR

Major/Essential Functions

• Provide information or route callers/visitors to the appropriate Project Manager.
• Perform varied clerical duties, including spreadsheet tracking, organizing incoming orders, and facilitating additional work order requests with the Shop.
• Assist Project Managers(PM) with tracking projects in the project-tracking spreadsheet. Organize and coordinate with other departments for deliveries as needed.
• Completes purchases in compliance with Texas Tech Health Sciences Center(TTUHSC) procurement policies. Reconciles purchasing documents accurately and by established deadlines.
• Complete travel applications/vouchers for project managers as needed.
• Serve as backup to the lead analyst.
• Coordinate Calendars, schedule meetings, assist with documentation, and support PMs with project–related communication.

Preferred Qualifications

• Knowledge of general administrative and clerical procedures, including office organization, scheduling, recordkeeping and purchasing processes.
• Experience managing multiple priorities and maintaining accurate records.
• Experience with Microsoft Office applications, particularly Excel for tracking projects, orders, and financial information.
• Experience in identifying and resolving scheduling or coordination issues, and maintaining confidentiality and audit-ready documentation.
• Familiarity with institutional procurement, cost transfers, purchase orders, and travel processes.

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.

Pay Grade Minimum

15.00

Pay Grade Maximum

18.27

Pay Basis

Hourly

Schedule Details

8 AM - 5 PM

Work Location

Lubbock

Department

FSS Institutional Supp Services Lbk

Job Type

Full Time

Occasional Duties

• Maintains an organized, clean, and professional showroom environment, ensuring product displays are orderly and up to date and communicates furniture updates to Project Managers.
• Complete travel applications/vouchers for project managers and serve as backup to the lead analyst.
• Performs cost transfers, IVs, and gateway entries to encumber and release funding.
• Coordinate furniture deliveries.
• Assist with RFP, RFQ and contract system as needed related to projects.

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