Business Assistant

Position Description

Performs responsible and complex duties associated with a specialized function of a section of clerical employees. A
thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and
independent judgments are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within University policies and procedures. Job performance is based upon overall operation effectiveness.

Texas Tech Health El Paso (TTEP) is not considering applications from individuals who require sponsorship for an employment visa, including those with H1B visas or those currently on student or postgraduate visas.

Additionally, this position is not eligible for remote or hybrid opportunities. All work is required to be performed onsite at
TTEP.

Major/Essential Functions

• Serves as MSBI front desk personnel. Welcomes MSBI visitors, vendors, faculty and staff by greeting them in person or via telephone, answering or referring inquiries in a professional and friendly manner. Receives and delivers messages. Monitors and maintains logbook; issuing visitor badges and unlock requests. Ensures safe and clean reception area.
• Working under general supervision, provides clerical support to assigned faculty and staff. To include processing purchases utilizing appropriate processes and systems such as TechBuy, and Chrome River, etc. Processes all invoices to accounts payable, verifies receipt of orders, and updates encumbrances related to purchases made. 
• Assist with all procurement card processes including allocation and reconciliation reports.
• Responds to lab service requests and inform appropriate parties. Submits work orders as needed in WebTMA system to exclude building related work orders.
• Responsible for processing travel applications, advance payments and reimbursements, and create FedEx labels for assigned faculty and staff.
• Updates and maintains departmental flow charts and training tracker.
• Coordinates lab coat cleaning pick up and drop off for faculty and lab staff with third party vendor. Coordinates dissemination of clean lab coats to faculty and staff. Updates annual standing order in TechBuy, tracks invoices, and updates open encumbrances. Will guide student assistant(s).
• Assist with CO2, liquid nitrogen and dry ice deliveries as needed in accordance with faculty and lab staff requests. Coordinates with faculty and lab staff for receipt of deliveries and escorts vendors.
• Assist with assigned tasks related to faculty recruitment such as creating visiting packets, setting up candidates as vendors, and organize travel itinerary.
• Assist with the collection and distribution of daily departmental mail as directed.
• Actively participate in departmental event planning activities.
• Remain current with all licensure, certifications and mandatory compliances and trainings required of this position.
• Adhere to all policies, procedures and practices (Regents Rules, TTUS, HSECEP OPs, etc.).
• Personally, and consistently, demonstrate, display and act in accordance with Texas Tech Health El Paso’s Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Serve as a Value's leader while actively promoting and encouraging staff across the institution.
• Perform all other duties as assigned.

Required Qualifications

• Proficiency in written and mathematical processes as may be reflected by the completion of high school or the equivalent.
• Two years progressively responsible clerical experience.
• Additional education and/or related experience to equal two years may substitute on a year for year basis.

Preferred Qualifications

• Experience with purchasing and procurement, travel reimbursement, and event coordination.
• Demonstrated ability to work independently, effectively prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Excellent written and verbal communication, organizational, and customer service skills.
• Detail-oriented with experience supporting front desk operations and providing professional customer service.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Vision.
• Familiarity with multi-line phone systems and standard office practices and procedures.
• Experience using TechBuy, including creating requisitions and receipts and closing encumbrances.
• Bachelor’s degree in a related field preferred.
• Bilingual.

EEO Statement

Jeanne Clery Act

Pay Statement

• Org Level 1: Texas Tech Unv Hlth Sci Ctr El Paso
• Campus: HSC - El Paso
• Department: Molecular and Trans Medicine
• Does this position work in a research laboratory?: No
• Required Attachments: Resume / CV, Transcript
• Job Type: Full Time
• Pay Basis: Hourly
• Minimum Hire Rate: Compensation is commensurate upon the qualifications of the individual selected
• Travel Required: Up to 25%
• Shift: Day
• Grant Funded?: No
• Job Group: Office and Admn Wkrs All Other
• Air Force Specialty Code: 3A1X1, 8A200
• Army Military Occupational Specialty Code: 36B, 42A, 56M
• Marine Military Occupational Specialty Code: 0111, 6046
• Navy Enlisted Classification Code: AZ, RP, YN