Performs supervisory and coordinative work in the operation of a specific program or departmental project. Responsibilities involve the coordination and supervision of the various functions and aspects of a specific program as well as the monitoring of program staff and operational procedures. Work is performed under general supervision with evaluation based on results obtained. May supervise program staff, volunteers and student assistants.
Provides administrative support for the Vice President, Managers and Directors of the Facilities and Safety Services Department.
Manages calendars, assign responsibilities as directed by leadership.
Organizes meetings, seminars, conference calls, training sessions and arranges catering when required.
Publishes agendas and records minutes for all departmental meetings, publishes read ahead materials for upcoming meetings as directed by leadership, organizes, manages and updates operational procedures and policies.
Works with Finance, Accounting, Payables, and Budget personnel to ensure budget revisions, new funds, cost transfers, etc., are handled and payments are made on a timely basis.
Supports management of departmental budget.
Works with Human Resources to post positions, schedule interviews, disposition candidates, process E-pafs and other HR actions.
Develops/publishes departmental standard operating policies, report and facilities review of in progress administrative work.
Work is performed under minimal supervision and guidance with evaluation based on results obtained.
Organizes and manages office operations and departmental procedures. Maintains tracking system for FSS information, prepares reports as required for FSS division.
Assists in development and preparation of annual requirements such as submission of annual operating budget, development of varied contracts at all campuses, coordination of annual updates to Master Coordinating Agreement. Preparation of THECB reporting annually to include MPI, CCI and others.
Participates in and responsible for a variety of departmental activities and requirements such as procurement, trainign, planning and recruitment committees.
High school graduation plus five (5) years progressively responsible related experience; additional related education may exchange for required experience on a year for year basis.
Ability to prioritize, multi-task and meet critical deadlines; able to use Microsoft Suite-Excel, Word, Access and PowerPoint; ability to effectively use, learn and maintain a variety of facility related software(s) and processes. Strong quantitative skills in gathering, documenting and analyzing information for decision making and planning. Ability to work with diverse staff at all campuses, that includes project coordinators, maintenance personnel, safety, materials management, work control, technical and administrative personnel. Understand and able to use State of Texas purchasing processes and guidelines. Knowledge of project management and ability to assist and prepare contracts and documents in order to comply with HSC Construction standards. Ability to plan, organize and monitor work of other office staff and assemble and organize data of a complex nature, and prepare and submit required reports from such records. Establish and maintain good working relationships with diverse personnel in the Physical Plant division to include Regional Campus personnel.
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.
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.
Jeanne Clery Act
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. You can locate this report through our website at: https://www.ttuhsc.edu/emergency/clery-report.aspx.