Administrative Assistant To Department Chair Of Pcom

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.
Major/Essential Functions

• Responsible to assist the Chair of the department to: 1) conduct research of student statistical information and historical data for the department; 2) catalog various data pertaining to syllabi, departmental information, 3) other duties assigned with regard to various reporting needed at the department level
• Assist the Chair of the department with creating and scheduling undergraduate courses in public relations. Including, but not limited to working closely with ASFR to delegate general purpose classrooms and computer lab assignments and assisting departmental faculty with the ordering of assigned textbooks for courses each semester for public relations and acting as a liaison between faculty and the campus bookstore to ensure that all textbooks are ordered in time to be received prior to the begin of each semester
• Responsible to serve as the primary administrative support to the Chair of the department scheduling meetings, taking minutes, preparing meeting materials, handling emails, and other miscellaneous tasks as assigned for the smooth operation of the department
• Responsible for coordinating and handling all logistics for departmental events, prospective faculty visits, guest speaker visits, and various other departmental functions to include but not limited to handling travel, finalizing itineraries, scheduling rooms, sending email invitations, ordering food, handling all details to ensure the success of each event/visit and ensuring that all TTU policies are followed for said events
• Responsible for all HR and Procurement paperwork processes for the department to include, but not limited to Manual Check Requests, Manual Leave Adjustment Forms, Lump-Sum payments, additional compensation, new faculty moving expense reimbursement, P-Card reconciliation, Purchase Orders, Cost Transfers, Budget Revisions, EOPS, Labor Distribution/Redistribution, department faculty Travel Application/Vouchers, prospective faculty travel, cash handling processes, etc. Responsible to ensure that all deadlines are met for these processes and all TTU policies and procedures are followed
• Responsible for all faculty hiring (full-time and part-time) in the department, to include but not limited to, serving as the Hiring Manager in the Kenexa site and responsible for all Kenexa processes, placing external job ads, assisting chair with Start-Up package, faculty credentialing, I9, e-Verify, and TTU new hire paperwork (e.g., Request for Official Offer Letter, preparation and submission of all departmental faculty ePAFs needed, submission of ePAFs for faculty summer appointments, and any other needed processes for hiring and or ensuring that all departmental faculty are appointed correctly and paid on time each semester
• Moderate level of supervision received - Access to supervisor and/or lead coworker, when needed

Preferred Qualifications

• Relevant training for course scheduling, room assignments, and reporting (Ad Astra, Cognos, Banner, etc.)
• Knowledgeable and skilled at TTU platforms for the submission of Travel, ePAFs, Procurement processes, HR processes (Kenexa, EOPS, etc.), and other training as required for position
• Excellent organization and time management skills
• Excellent communication skills (both written and oral)
• Ability to work in a fast-paced, rapidly changing environment
• Ability to work independently and at the same time follow precise instructions
• Ability to multi-task and meet strict deadlines
• Excellent work ethic and positive attitude
• Excellent computer skills
• Knowledgeable in MS Office, Word, Excel, Outlook, and Publisher
• Ability to work with a diverse group of faculty, staff, and students
• 3 to 5 years of experience working in an administrative support position

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 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 by visiting www.depts.ttu.edu/hr/payplan.
EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.