Senior Administrative Assistant

Position Description

Performs responsible and complex administrative support or technical program assistance work. Work is performed under general supervision from the administrator. Direct supervision of subordinate personnel may be included in the job responsibilities.

Major/Essential Functions

Serve as the primary receptionist to the Office of the President: greet guests into the suite with respect and in a hospitable manner; connect guests with the appropriate person, meeting or department; answer phone calls-answer questions, offer suggestions and/or link guests with a suitable resource.

Perform general office duties: prepare correspondence and documents (real and digital); copy, print, scan and fax; receive, sort, log and distribute mail and other incoming documents; prepare office and meeting spaces with needed supplies, including but not limited to, beverages and snacks, and serve as audio/visual A/V resource; maintain, manage and order all office supplies including beverages and items offered to guests; liaison between office occupants and departments regarding office needs.

Procurement, budget, financial and accounting processes: create, manage and reconcile requisitions, purchase orders, receipts and invoices using vendor contracts, estimates, event orders, invoices, and receipts; reconcile credit card statements, department accounts and other financial documents; generate financial reports; plan, track and work to adjust for surpluses and to avoid deficits; process within the specified timelines indicated by respective operating policies and procedures.

Scheduling: maintain office calendars; coordinate with multiple constituents for the purpose of scheduling meetings, lunches, hearings, events, conferences and workshops; assist with the coordination of office vehicles.

Travel: coordinate travel arrangements, including but not limited to, air, lodging, and vehicle rentals and use the TTU travel system to reconcile and seek needed reimbursements within the specified timelines as indicated by TTU operating policies and procedures.

Employee Services Coordinator ESC: use various HR related systems to coordinate employment forms and procedures from an administrative standpoint; may coordinate regularly with Human Resources and/or Payroll Services on hiring, onboarding, promotions, terminations, retirement, leave reporting (sick/vacation), employee benefits, etc.

Training, updates, coursework: stay up to date on relevant information pertaining to the university and this position.

Events: assist in preparing event venue; coordinate additional purchases.

Miscellaneous: work closely with student assistants and other staff members to be certain the office is appropriately staffed, and office supply inventory is sufficient; maintain staff birthday, favorites and rotation list.

Property inventory and document management: assist with tracking new, used and old equipment; knowledge of state records retention schedule - review, upload, store and index administrative, financial and other records.

Other duties as assigned by other staff members.

Required Qualifications

Bachelor's degree in clerical/administrative area. Two years progressively responsible administrative or related experience, including one-year supervisory experience. Additional job related experience may substitute for required education on a year-for-year basis.